Sr. Sponsored Programs Specialist (A)

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Sr. Sponsored Programs Specialist

The University of Miami/UHealth department of The Miami Project has an exciting opportunity for a Full Time Sr. Sponsored Programs Specialist to work Hybrid at the UHealth Medical Campus. The Senior Sponsored Programs Specialist coordinates administrative and financial functions for the assigned department. This position also oversees junior staff and takes on the review of more complex grant activities in order to ensure departmental compliance with applicable guidelines, rules, and regulations.

• Provides technical assistance and guidance to faculty and administrators in the development and preparation of funding proposals.

• Responds to general inquiries regarding sponsored program policies and procedures.

• Reviews grant applications to ensure accuracy.

• Accesses applicable database(s) to verify regulatory compliance approvals before establishing of the project account.

• Maintains the internal proposal documents and electronic records for assigned portfolio.

• Processes and disseminates various non-financial post-award actions such as award notifications, amendments, and related documents.

• Assists in the coordination of the project closeout.

Department Specific Functions

This position supports the Sr. Manager of Business Operations and the Director of Sponsored Programs in overseeing the financial management of The Miami Project’s grant portfolio, including regular updates to budgets and financial activity related to grants, contracts, and clinical trials. The role involves preparing and delivering financial reports to faculty, principal investigators, and lab managers, as well as supporting compliance with sponsor and institutional requirements.

The ideal candidate will be highly resourceful, able to work independently with minimal direction, and possess strong attention to detail. Proficiency in Microsoft Office—especially Excel and Outlook—is essential. Familiarity with Workday is a plus. Some administrative duties may also be required.                                                              

Hybrid/Remote opportunity for the right candidate (Flexible work arrangements including fully remove options will be considered based on candidate experience and fit).

Responsibilities include and are not limited to the following:

• Reconcile grants, contracts, and clinical trial accounts to ensure accuracy and compliance.

• Prepare and distribute detailed financial reports for all grants, contracts, and clinical trials.

• Send timely reminders to principal investigators and administrators regarding upcoming progress reports and sponsor deadlines.

• Monitor budgets monthly, verify accuracy, and conduct variance analysis.

• Assist with award close-out procedures, including final reconciliations for submission to the Office of Research Administration.

• Assist the Director of Sponsored Programs with preparing and submitting grant-related items such as Material Transfer Agreements, subaward renewals, Non-Disclosure Agreements, and award modifications.

• Collaborate with the Director of Sponsored Programs to monitor all program budgets and address discrepancies, such as incorrectly allocated personnel or non-personnel expenses.

• Clear overdrafts and initiate cost transfers (journal entries) as needed.

• Submit invoicing for sponsored project subawards.

• Maintain and organize financial records in accordance with retention policies.

• Works with Sr. Manager of Business Operations on ad hoc financial reports and support special projects as requested.

• Assist in purchasing order close out and other financial reporting as instructed by the Sr. Manager and Director.

• Stay current on federal regulations and institutional policies related to grants and contracts.

• Provide administrative support to the Research