Summary

The Senior Coordinator, Research Administration provides advanced administrative, financial, and post-award support for research grants, contracts, and clinical research activities within the Center for Research Advancement (CRA). Working closely with CRA leadership, CRA grants and contracts teams, research coordination teams, and central institutional departments, this role coordinates complex post-award activities, financial transactions, subcontract administration, account reconciliation, and research operations support. 

Acts as a trusted operational resource for research administration activities, independently managing post-award processes, financial transactions, and stakeholder communications that directly impact the successful administration of grants, contracts, and clinical research programs. This role serves as the primary operational point of contact for assigned functions and is expected to exercise judgment, initiative, and accountability in resolving issues and advancing departmental objectives.

The position serves as a key liaison between CRA-supported divisions, Baylor College of Medicine, Texas Children's Hospital, sponsors, subcontractors, and external partners to ensure compliance, financial accountability, and efficient research operations.

Job Duties

• Post-Award Financial Administration and Subaward Management
  • Coordinate and oversee daily post-award administration activities for grants, contracts, and research projects across CRA-supported divisions.
  •  Process and monitor subaward purchase orders, invoices, amendments, and payment activities through Jaggaer and institutional systems.
  •  Review financial transactions for accuracy, completeness, and compliance with institutional and sponsor requirements.
  •  Track subcontract obligations, payment schedules, and outstanding balances to ensure timely processing and financial stewardship.
  •  Process new sub-awards and amendments through internal system
  •  Serve as a resource to investigators and research teams regarding post-award financial processes and procedures.
• Research Financial Transactions and Account Maintenance
  •     Process journal vouchers, cost transfers, account receivable requests, and other financial transactions within SAP and related systems.
  •     Monitor account activity and assist with reconciliation efforts to ensure expenditures are properly allocated and recorded.
  •     Support research-related purchases and transactions.
  •     Process all purchase orders and check requests for CRA division
  •     Process check deposits
  •     Monitor expenditures on division affiliate accounts
• Grant Closeout and Financial Reconciliation
  •     Coordinate grant and project closeout activities in collaboration with investigators, CRA grants and contracts teams, and institutional offices.
  •     Review, reconcile, and resolve outstanding purchase orders, encumbrances, and financial discrepancies on terminating projects.
  •     Process final subcontract and vendor payments and ensure proper account closure.
  •     Assist with financial reporting and audit support documentation as needed.
• PEPT/PACT
  • Enter requests for updates into the PEPT system
  • Process PACT requests for PEPT updates after 90 days
  •  Monitor forecast reports on a monthly basic.
• Contract Administration and Operational Coordination
  • Coordinate processing of contracts, independent contractor agreements, and related documentation.
  • Monitor approval workflows and proactively communicate issues, delays, or required actions to stakeholders.
  • Collaborate with institutional contracting, legal, procurement, and finance offices to facilitate timely execution of agreements.
• Clinical Trial Payment and Service Center Administration
  •  Administer Clincard programs and participant payment processes for assigned CRA-supported divisions and research programs.
  • Coordinate CRA service center billing activities, invoice generation, account reconciliation, and payment tracking.
  • Maintain accurate records and documentation supporting financial transactions and participant payments.
• Stakeholder Support and Research Operations
  • Serve as a primary point of contact for CRA-supported divisions, investigators, research staff, sponsors, subcontractors, and institutional partners.
  • Coordinate research-related operational activities and facilitate communication between CRA leadership and internal or external stakeholders.
  • Assist with special projects, process improvement initiatives, training activities, and other operational support functions as assigned.

Minimum Qualifications

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

Preferred Qualifications

• Bachelor's degree in Business Administration, Finance, Accounting, Healthcare Administration, Research Administration, or related field.
• Experience supporting sponsored research, grants management, or clinical research operations.
• Experience with SAP, Jaggaer, Concur, Clincard, or related financial and procurement systems.
• Knowledge of federal, state, and institutional requirements related to sponsored research administration.
• Demonstrated ability to independently manage complex assignments and competing priorities.
• Strong analytical, organizational, and problem-solving skills.
• Ability to interpret financial data, reconcile accounts, and identify discrepancies.
• Excellent written and verbal communication skills.
• Strong customer service orientation and ability to build effective working relationships with stakeholders at all levels.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office applications, including Excel.
• Ability to operate with minimal supervision while supporting critical research and business operations.