Title:  Research Administration Associate

Division:  Surgery
Schedule:  Monday - Friday, 8:00 a.m. - 5:00 p.m.
Work Location:  Houston, TX
Salary Range:  $56,895 - $78,514
FLSA Status:  Exempt
Requisition ID:  13050


The Office of Surgical Research (OSR) within the Michael E. DeBakey Department of Surgery is seeking a Research Administration Associate to coordinate grants and contracts pre and post‐award activities. The Research Administration Associate will be responsible for working directly with principal investigators and central offices to develop grants and contract documents to ensure compliance with sponsor guidelines; set up awards and sub‐awards (compliance); monitor the finances of awards, and track reports due dates and preparation of annual and final reports. The Research Administration Associate will be responsible for the pre‐award and post‐award financial management activities of grants, managing the full award life cycle from application to award closeout. This position requires regular interaction with faculty and delivering high‐quality customer service. Excellent communication skills and attention to detail are essential, as is adherence to quality standards and all relevant policies and award regulations. 


Under the direction of the Manager, Research Administration plans and executes pre‐award and/or post‐ award activities including, but not limited to, grants and contracts submission, set‐up, renewal and closeout, compliance, and/or financial reporting and tracking for 13 divisions based research programs of the Michael E. DeBakey Department of Surgery. Assists the Manager, Research Administration in the operational and financial activities of grants and contracts management, in addition to assisting principal investigators with administrative guidance pertaining grants and contracts management. Supports the Manager, Research Administration, on various administrative duties required to reach OSR’s goals and objectives.


This is a hybrid role requiring onsite work two days per week.

Job Duties

  • 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.
  • Contribute to the development and review of budgets and budget justifications.
  • Provide guidance to investigators for proposal development and submission by interpreting granting agency guidelines and instructions.
  • Submit grant packages to external funding agencies (NIH, DoD, CPRIT, etc).
  • Assist faculty in processing their research grant progress and financial reports due to sponsors (closeout of sponsored awards).
  • Prepare journal entries when necessary to properly reflect grant activities. Prepare reports using BRAIN and/or contract tracking data.
  • Prepare outgoing subcontracts and review incoming subcontracts.
  • Develop and maintain relationships with PIs, central offices, and sponsor representatives for all grants and contract activities.
  • Contribute to developing and continuously improving pre‐award and post‐award grant management processes. Review and analyze current processes, faculty‐staff communication, and quality of submission and management of awards. Make recommendations for process revisions and implement changes as appropriate.
  • Contribute to quarterly/biannual/annual metrics reports.
  • Ensure compliance with all guidelines. 

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.



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.