Title:  Senior Research Administration Associate - Pre Award

Division:  Pediatrics
Schedule:  Monday - Friday, 8:00 a.m. - 5:00 p.m.
Work Location:  Houston, TX
Salary Range:  $63,151 - $88,000
FLSA Status:  Exempt
Requisition ID:  12619


Baylor College of Medicine Department of Pediatrics, Division of Immunology, Allergy and Retrovirolgoy at Texas Children’s Hospital is seeking a highly motivated, responsible, and organized individual to join the business operations team. This position will be supervised by a Research Administration Manager to handle meetings with principal investigators of clinical trials for pre- and post-award activities like federal and industry sponsored grant application and interim report preparation and submission. This position will work with a post-award administrative associate to ensure smooth grant operations like salary allocations and invoicing for several clinical, translational, and basic research projects within the Baylor College of Medicine informatics infrastructure. The Senior Research Administration Associate 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. Experience in submission of NIH grants is preferred.


The Senior Research Administration Associate will provide support for the grant/contract management and financial operations for the Department of Pediatrics, Division of Immunology, Allergy and Retrovirology. The primary focus of this position is pre-award grant and contract management activities for the Division's research portfolio. Will assist with the Business Operations team to help process effort reporting, budget and expense reports, and other financial documents in SAP and Concur. Will utilize the Clinical Trial Management Systems (CTMS) billing grids to prepare clinical trial grant applications. Experience with CTMS is preferred, but if not, training on the preparation of a CTMS billing grid with subsequent competency will be performed and achieved. We are looking for an enthusiastic and hardworking individual to join our team.


This is an onsite role.

Job Duties

  • Manages complex grant and contract portfolios.
  • Responsible for pre-award grant and contract administration and providing assistance with post-award grant and contract execution.
  • Assists with oversight and provides support for administrative and financial operations of clinical trials, research studies, grant awards, and contracts.
  • Responsible for financial management of grants and clinical trials including budget planning and negotiations, resource allocation, invoicing, billing reconciliation and preparation of reports.
  • Prepares pre-award application, including budget, to sponsors and ensures accurate routing through the College's electronic Biomedical Research and Assurance Information Network (BRAIN).
  • Assists with contract and agreement negotiations with physician and scientific principal investigators.
  • Prepares grant and contract amendments, renewals, outgoing subcontract and reviews incoming subcontracts.
  • Monitors compliance with federal regulations and standard operating procedures to ensure appropriate grant expenditures.
  • Ensures spending on awards is appropriate, within budget and allowable per funding entity guidelines. Raise, resolve or escalate any concerns that arise.
  • Manage compliance with all funding agencies by ensuring that information required is maintained and reported on a regular basis. Identify and analyze any discrepancies in order to ensure appropriate justifications are provided.
  • Helps ensure federal and industry sponsors and subcontracts are invoiced in a timely manner consistent with pre-award expectations to ensure payment.
  • Identify both internal and external research funding opportunities, and communicate application process and deadlines to Principal Investigators.
  • Helps team to update cost and effort distribution in SAP for related research faculty and staff in alignment with pre-award documents.
  • Responsible for maintaining faculty biosketches and other support documents according to NIH guidelines.
  • Develops and prepares reports from SAP, the Clinical Trial Management Systems (CTMS), or BRAIN for principle investigators, section chiefs, administrators and other leadership.
  • Develop and maintain productive working relationships with Sponsored Programs Office (SPO) and Grants and Contracts Accounting in order to address any global issues within Sections.
  • Interacts with faculty, staff, College departmental offices, outside sponsors and federal agencies.
  • Develops and maintains SOP's and procedural guidelines.
  • Certifies data in BRAIN is accurate.

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.

Preferred Qualifications

  • 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.
  • Experience in submission of NIH grants.
  • Experience with Clinical Trial Management Systems (CTMS).



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.