Sr. Sponsored Programs Specialist (A)

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The department of Medicine has an exciting opportunity for a full-time Sr. Sponsored Programs Specialist to work on the UHealth campus. The Sr. 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.

*This position is hybrid.*

CORE RESPONSIBILITIES

• 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.
• Coordinates with faculty on possible need for budget revisions to be consistent with award amount as received.
• Reviews award terms and conditions and discusses flagged items with faculty.
• Oversees all audits and bank reconciliations of petty cash accounts.
• Monitors sponsored programs subcontracting activity.
• Submits to accounts payable all received and endorsed invoices and tracks timely payments by that unit.
• Adheres to University and unit-level policies and procedures and safeguards University assets.

Department Specific Functions

• Supports the Department of Medicine’s research administration operations across multiple clinical divisions.
• Provides pre-award and post-award support for Department of Medicine sponsored research activity, including clinical trials, investigator-initiated studies, federal grants, foundation awards, industry-sponsored projects, and subawards.
• Works directly with Department of Medicine faculty, division administrators, research managers, coordinators, sponsors, and central University offices.
• Assists Department of Medicine investigators and division teams with proposal preparation, budget development, sponsor guideline review, internal routing, and submission coordination.
• Supports clinical trial budget development and review for Department of Medicine studies, including start-up fees, patient care costs, invoiceable items, personnel effort, institutional costs, and sponsor-required budget documents.
• Coordinates with the Office of Research Administration, Clinical Trials Office, finance teams, sponsors, and other institutional offices to support timely study activation, award setup, amendments, and closeout.
• Monitors Department of Medicine sponsored project accounts for appropriate spending, budget variances, deficits, carryforward balances, invoicing status, collections, and closeout needs.
• Tracks Department of Medicine clinical trial financial activity, including sponsor payments, milestone payments, invoiceable items, outstanding receivables, payment delays, and study-related financial issues.
• Assists with Department of Medicine account reviews by preparing updates on award balances, deficits, pending invoices, overdue payments, carryforward, personnel effort, and closeout items.
• Maintains Department of Medicine internal tracking tools for proposals, awards, clinical trials, contracts, amendments, subawards, invoicing, collections, deficits, and closeouts.
• Supports Department of Medicine process improvement efforts related to clinical trial finance, sponsored project management, budget development, invoicing, collections, account reconciliation, and award closeout.
• Provides guidance to Department of Medicine faculty, coordinators, research staff, and division administrators on departmental workflows, institutional research systems, sponsor requirements, and sponsored research best practices.
• Helps ensure Department of Medicine sponsored research activity is managed in a timely, compliant, financially responsibl