Title:  Senior Research Administration Associate - Grants Management

Division:  Family and Community Medicine
Schedule:  Monday - Friday, 8:00 a.m. - 5:00 p.m.
Work Location:  Houston, TX
Salary Range:  $75,000 - $87,149
FLSA Status:  Exempt
Requisition ID:  15814


Looking for a Senior Research Administration Associate to provide support to faculty in a busy, fast-paced academic department. As the Department’s current research profile continues to grow this position will support about 20 research faculty with funding opportunities from 5 to 6 different funding agencies. The department office is located in the Upper Kirby district and parking is included. Candidate must have a good command of finance and accounting principles, be willing to perform a variety of analytical activities to ensure compliance with funding agencies. Serves as a source of expertise for federal, state, industry, and private foundation applications, and ensures that each application is in compliance with sponsor guidelines, the budget complies with college and sponsor requirements, and that all required sections of applications are complete and submitted in a timely manner. Interacts with various sponsors and federal agencies, as well as with College departmental offices, the Office of the General Counsel, the post-award Finance division, and with College Grants and Contracts office.


This is an onsite role with future potential for hybrid work schedule.

Job Duties


  • Provide grant program expertise, financial expertise, and guidance related to sponsored research to leaders and faculty.
  • Review and approve grant applications, certifying summary data in the college's electronic Biomedical Research and Assurance Information Network (BRAIN) on behalf of the department.
  • Prepare grants and subcontracts submissions internally (BRAIN) and externally (Sponsor sites).
  • Assure compliance with all guidelines.
  • Work closely with Principal Investigator’s to assist in the development of: proposals, and applications, and prepare Letters of Intent for subcontracts.
  • Consult with faculty regarding funding opportunities, eligibility and application requirements for sponsored funding. The opportunities ranges from simple fellowship grants to complex grants and contracts.
  • Prepare and route Independent Contractor Agreements.
  • Prepare Memorandum of Understanding and IPA agreements.
  • Route Financial Conflict of Interest to the Office of Research.


  •  Assist with the preparation of monthly financial projections.
  • Provide reports of financial data for budgeting and strategic financial planning.
  • Support PI in development and submission of progress reports, noncompeting continuations, no-cost extensions, and carryover requests.
  • Review expenditures against funding source guidelines, providing guidance as needed by PIs and their teams. Process approvals in Concur.
  • Prepare outgoing subcontracts and reviews incoming subcontracts.
  • Prepare financial reports and assists with tracking of research mission financials for department leadership review for financial performance of grants and contracts. Alert department leadership and PI of over or under spending.
  • Review research division faculty and staff for appropriate salary and expense allocation in the financial accounting system SAP.
  • Prepare budget for grant quarterly/biannual/annual reporting purposes


  • Assist in the development and continuous improvement of the pre- and post-award grants management process.
  • Review and analyze current protocols, faculty-staff communication, and quality of the submission process.
  • Make recommendations for process revisions and lead implementation of changes as appropriate.
  • Participate in annual budget planning and appointment document process with department administrator other key members of the department finance team.
  • Assist with the pre-certification process in the Effort Reporting System (ERS). Ensures the department is following the College’s Time and Effort Policy and reporting in the Effort Reporting System (ERS).
  • Maintain knowledge base of research administration.
  • Act as liaison to sub-recipients, BCM Departments, Sponsored Research Office and granting agencies.

Minimum Qualifications

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

Job Specific Requirements

  • Must be familiar with federal funding forms and portals.
  • High attention to detail, Proficient in MS Outlook, MS Word, MS Excel, working knowledge of research proposal and funding process.

Preferred Qualifications

  • Certification as a Research Administrator by the Research Administrators Certification Council (RACC).
  • Thorough knowledge of NIH programs, working knowledge of SAP and BRAIN, excellent written and oral communication skills, highly analytical.



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.