Summary

The Research Administration Specialist at Baylor College of Medicine (BCM) provides comprehensive pre award and post award research administration support for the Therapeutic Innovation Center (THINC). This position performs administrative, financial, and coordination duties to ensure the effective and efficient operation of center level research programs. The role supports faculty with grant proposal development, submission, and post award financial management while ensuring compliance with institutional and sponsor guidelines.

The position also coordinates financial operations, supports grant related meetings and seminars, maintains program documentation, and assists with internal communications. Strong written and verbal communication skills, exceptional organizational abilities, and experience in research administration or grant management are essential for success in this role.

Job Duties

Pre Award

• Assists THINC faculty with the preparation and submission of grant applications for internal and external funding
• Submits and monitors grant applications throughout the pre award lifecycle, including interpreting sponsor requirements and advising faculty accordingly
• Creates and prepares grant budgets for submission in compliance with institutional and sponsor guidelines
• Assists faculty with identifying funding opportunities using internal and external search tools
• Ensures all required components of grant applications are complete, compliant, and submitted by internal and sponsor deadlines
• Contributes to the development and monitoring of grant project timelines
• Manages administrative award modifications that do not require new proposals, such as no cost extensions, changes in personnel, or scope revisions
• Collaborates with the Sponsored Programs Office to prepare subcontracts and related documentation

Post Award Responsibilities 

• Supports post award grant management activities in collaboration with faculty and institutional partners
• Develops and tracks grant project timelines, including internal BCM and sponsor deadlines
• Prepares and presents grant status and financial reports to principal investigators on a monthly or quarterly basis
• Assembles documentation for annual progress reports, renewals, extensions, resubmissions, and new grant submissions to NIH and other sponsors
• Submits required annual, stewardship, and close out reports in compliance with sponsor guidelines
• Maintains organized, accurate records for each grant account, including applications, sponsor correspondence, and supporting documentation
• Assists with award close out activities in accordance with NIH and institutional requirements
• Performs other grant related and administrative duties as assigned

Financial Administration Support

• Tracks grant budgets, expenditures, and financial projections
• Reviews, reconciles, and monitors grant accounts to ensure compliance with institutional and sponsor requirements
• Processes invoices, procurement requests, and supply orders 
• Manages and reconciles travel reimbursements through Concur
• Collaborates with grants research administration on effort reporting, subcontracts, and fiscal oversight

Faculty & Program Support

• Supports THINC faculty with scheduling, travel arrangements, and reimbursement requests
• Maintains training and program records and assists with evaluation processes
• Serves as a point of coordination for grant related communications and internal documentation

Seminar Coordination, Communcation and Outreach

• Coordinates seminar logistics, including scheduling, room setup, attendee check in, and day of organization
• Provides administrative and logistical support for THINC seminars and internal events
• Supports coordination of internal meetings, activities, and initiatives
• Develops and maintains THINC communication materials, including websites, newsletters, and reports
• Assists with preparation and dissemination of center communications as needed

Minimum Qualifications

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

Preferred Qualifications

• Bachelor’s degree. No experience required with Bachelor’s degree or Certified Research Administrator certification through the Research Administrators Certification Council (RACC).
• Pre Award and/or Post Award experience is highly preferred.