Title:  Research Administration Associate

Division:  Pediatrics
Schedule:  Monday - Friday, 8:00 am. - 5:00 p.m.
Work Location:  Houston, TX
Salary Range:  $67,704 - $78,514
FLSA Status:  Exempt
Requisition ID:  15681


Baylor College of Medicine Department of Pediatrics, Division of Immunology, Allergy and Retrovirology at Texas Children’s Hospital is seeking a candidate with a passion for research administration who enjoys working part of a team, highly motivated, responsible, and organized. The Research Administration Associate will be responsible for working with principal investigators (PIs), administrative personnel and central office. Including but not limited to managing pre-award grants/awards, following relevant policies and award regulations as well as Baylor policies and procedures.  Should be able to compose budgets for clinical trials and research translational (basic science bench and clinical) research projects, have an advanced knowledge of Excel, and have great electronic and in-person communication skills.


This is an onsite role with future hybrid work potential.

Job Duties

  • Consult with faculty regarding funding opportunities, eligibility, and application requirements for sponsored funding.
  • Contribute to the development and review of budgets and budget justifications for grant quarterly/biannual/annual reporting purposes.
  • Set-up clinical trials for new and existing studies in the Clinical Trial Management System (BCM) this involves building the billing grid, budget and obtaining hospital quotes as needed.
  • Create and maintain biosketches, Other Support and all relevant documents required for sponsored and government research proposals.
  • Ensure compliance with all BCM guidelines.
  • Manage new and pending account set-ups
  • Negotiate Clinical Trial Agreements and be the point of contact with internal and external stakeholders from start to full execution of project agreements.
  • Oversee timely submission of carryovers, annual reports, no-cost extensions, Just in Time (JIT) submissions, incoming and outgoing subaward set-ups.
  • Prepare and consult with faculty regarding grant proposals submissions; review grant proposals for accuracy and completeness.
  • Prepare financial reports and track research mission financials for department leadership review for the financial performance of grants and contracts.
  • Prepare grants and subcontracts submissions internally (BRAIN) and externally (Sponsor sites) and review incoming subcontracts.
  • Prepare, submit and follow up on grant applications and on set-up of grant and subcontract initial application, renewals and no-cost extensions, by certifying summary data in the College's electronic Biomedical Research and Assurance Information Network (BRAIN) on behalf of the department.
  • Provide budget preparation assistance to assure correct faculty effort/salary calculations, SSO categorical breakdown, subcontract calculations and indirect cost calculations. This may require coordination with subcontracting organizations for their institutional data and forms for the application.
  • Provide grant program expertise, financial expertise, and guidance related to sponsored research to leaders and faculty.
  • Provide guidance to investigators for proposal development and submission by interpreting granting agency guidelines and instructions.
  • Review and analyze protocols for relevance to pending applications and advise applicants of renewals, personal training and certifications required prior to application submission.
  • Serve as point of contact between sponsors, principal investigators, research staff, and institution.
  • Submit, track and follow-up on MTA, DUA, CDA, CTA, and MOU submissions.
  • Submit grant packages to external funding agencies.

Minimum 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.

Preferred Qualifications

  • Experience with grant application development, budgeting, and/or grant financial management.
  • Prior experience working in an academic research setting in contract management and/or accounting a plus.
  • Advanced excel skills.
  • Must be able to work independently, and as part of a team with limited supervision, supporting (8-10) active researchers in Pediatric/IAR.
  • Should be familiar with pre-award grant submission processes.
  • Comfortable with creating and managing contracts, subcontracts, and able to coordinate multiple projects at one time.
  • Ability to understand and manage the complexities of research grants, including issues related to informed consent, access to data, and conflict of interest.
  • Strong attention to detail and data quality.
  • Knowledge of Office of Management & Budget (OMB) Uniform Guidance and federal agency grant guidelines as it relates to sponsored projects.
  • Ability to work in a fast-paced environment.
  • Organizational skills and detail oriented.
  • Ability to effectively problem solve.
  • Ability to learn and use new or evolving technology, software, and database systems.
  • Ability to analyze budgetary line items for compliance with budget guidelines.
  • Should be an independent problem solver and thinker, able to work with busy physicians and solve complex, challenging problems, and have the ability to work in a collaborative team environment under a supervisor.
  • Should be detail oriented to ensure all financial documents are accurate.



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.