Senior Coordinator, Research Administration

Baylor College of Medicine
Houston, Texas
Closing date
Apr 1, 2023

View more

Health Sciences, Medicine
Position Type
Full Time
Job Type
Research Scientist, Other
Organization Type

Implement pre-award and/or post award activities and programs including, but not limited to, process improvement, compliance, and/or financial reporting and tracking.

Job Duties

  • Prepare grant and subcontract submissions internally (BRAIN) and externally (Sponsor sites).
  • Responsible for entering all administrative information for sponsor applications as well as complete information required in BRAIN and ensure COIs are completed as needed. Also responsible for assisting PI with finalizing the budget and collecting biosketches and subaward documents when required.
  • Once applications are ready to submit, review to make sure all instructions are followed per the program announcement, ensure all formats and requirements are followed (number of pages of documents, no hyperlinks, correct forms are used, etc).
  • Prepare outgoing subcontracts and review incoming subcontracts.
  • Outgoing subcontracts - prepare subaward gathering template, get necessary information from subaward institution, enter the information in the Subaward Management System, enter shopping cart once subaward drafted, and ensure all steps are moving forward in a timely manner to ensure subaward is set up.
  • Review incoming subcontract and forward to the Subaward team for processing. Ensure the fully executed agreement is returned and a new WBS is assigned.
  • Prepare and maintain other support documents for faculty as needed.
  • Enter shopping carts for lab orders, service requests, subawards, work orders as needed.
  • Enter new vendor code requests as needed
  • Route contracts for review as needed and provide sole source forms.
  • Monitor blocked invoices and open encumbrances and resolve to ensure prompt payments to vendors.
  • Run blocked invoices report to ensure invoices are paid timely; may need to adjust quantities or enter goods receipt.
  • Assist with check requests and assisting staff/faculty with reimbursements.
  • Enter check requests in SAP as needed (for visa checks, etc).
  • Help staff/faculty by entering requests for travel or expense reports for any reimbursements; will need to follow College policies and instruct staff/faculty of these policies as necessary.

Minimum Qualifications

  • High School diploma or GED.
  • Four years of relevant experience.

Preferred Qualifications

  • Bachelor's degree.
  • Certified Research Administrator certification through the Research Administrators Certification Council (RACC) may substitute for the degree requirement.
  • Two years of relevant experience.

Baylor College of Medicine requires employees to be fully vaccinated -subject to approved exemptions-against vaccine-preventable diseases including, but not limited to, COVID-19 and influenza.

Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.



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