Title:  Senior Research Grant Administration Associate

Division:  Family and Community Medicine
Schedule:  Monday - Friday, 8 am - 5 pm
Work Location:  Kirby Office, Houston, TX
Salary Range:  $61,913 - $80,490
FLSA Status:  Exempt
Requisition ID:  3783
Job Purpose

Provides professional guidance and support to faculty and department leadership in a busy, fast-paced academic department seeking extramural funding through research and service grants, cooperative agreements, sub awards, and contracts. The majority of the position duties are post-award grant administration.  Serves as the primary 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. Act as liaison to sub-recipients, Baylor Departments, Sponsored Research Office and granting agencies.  Interacts with various sponsors and federal agencies, as well as with central departmental offices, (General Counsel, the post-award Finance division, and with Grants and Contracts office).  Recommends improvement to and changes in operations to increase effectiveness and efficiency.  Provides administrative leadership, financial oversight and guidance related to sponsored research to department leadership.  Strong analytical and finance skills required.  High attention to detail needed.       

Job Duties

•    Supports PI in development and submission of progress reports, noncompeting continuations, no-cost extensions, and carryover requests.
•    Ensures proper review and any necessary reallocations for annual and closing financial reports.
•    May prepare financial documents and function as a representative of the Department during funding agency site visits.
•    Proactively oversees grant/contract budgets, providing budget projections as needed for PI decision making and avoidance of over or under spending of grant funds.
•    Reviews expenditures against funding source guidelines, providing guidance as needed by PIs and their teams.
•    Prepares outgoing subcontracts and reviews incoming subcontracts. 
•    Prepares financial reports and tracks research mission financials for department leadership review for financial performance of grants and contracts.  
•    Ensures research division faculty and staff have their salaries and expenses appropriately sourced in the financial accounting system SAP.  
•    Prepares budget for grant quarterly/biannual/annual reporting purposes.


•    Prepares grants and subcontracts submissions internally (BRAIN) and externally (Sponsor sites).
•    Assures compliance with all guidelines.
•    Works closely with Principal Investigators to develop proposal budgets, assemble, review and submit applications, and prepare Letters of Intent for subcontracts. 
•    Routes Financial Conflict of Interest to the Office of Research.
•    Reviews and approves grant applications and associated budgets, certifying summary data in the College's electronic Biomedical Research and Assurance Information Network (BRAIN) on behalf of department leadership. 

•    Assists in the development and continuous improvement of the pre-award and post-award grants management process. Reviews and analyzes current protocols, faculty-staff communication, and quality of the submission process. Makes recommendations for process revisions and assist with implementation of changes as appropriate.
•    Participates in annual budget planning and appointment document process with department administrator other key members of the department finance team.
•    Responsible for the pre-certification process in the Effort Reporting System (ERS).  Ensures the department is in compliance with the College's Time and Effort Policy and reporting in the Effort Reporting System (ERS).  
•    Maintains knowledge base of research administration. 
•    Serves as a resource for purchasing and travel on grants and it may include entering or approving.

Minimum Qualifications
  • Bachelor's degree.
  • Four years of relevant experience.
Preferred Qualifications
  • Master's degree
  • Certification as a Research Administrator by the Research Administrators Certification Council (RACC)





Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.