Title:  Senior Research Administration Associate

Division:  Pediatrics
Schedule:  Monday - Friday, 8:00 a.m. - 5:00 p.m.
Work Location:  Houston, TX
Salary Range:  $75,000 - $88,000
FLSA Status:  Exempt
Requisition ID:  14210


Baylor College of Medicine Department of Pediatrics, Division of Immunology, Allergy and Retrovirology at Texas Children’s Hospital is seeking a Senior Research Administration Associate with a passion for research administration who enjoys working part of a team, highly motivated, responsible, and organized. The Senior Research Administration Associate will be responsible for working with principal investigators (PIs), administrative personnel; central office ensuring the division post award grants and contracts, including clinical trials, and may assist in effort reporting. While managing post award grants and contracts appropriately based on all relevant policies and award regulations as well as Baylor policies and procedures. Including but not limited to federal and industry sponsored grant application and interim report preparation and submission.

Job Duties

  • Manage division complex grant and contract portfolios throughout life cycle of the grant or contract.
  • Conduct post-award grant and contract management activities for the Division's research portfolio.
  • May assist with the Business Operations team to help process effort reporting, budget and expense reports, and other financial documents in SAP and Concur. 
  • Will work under the supervision of the division Research Administration Manager.
  • Prepare grant and contract amendments, renewals, outgoing subcontract, and reviews incoming subcontracts.
  • Responsible for outgoing sub-awards using Baylor Subaward Management System (SMS), to include sub-award agreements, budgets, Purchase Orders, reconciliation, etc. in collaboration with the PI, departmental staff, and central office.
  • Submit No Cost Extensions, Carryovers, re-budgeting requests, prior-approval requests, etc. as needed
  • Monitor compliance training requirements (CITI training) and other compliance requirements such as IACUC, IRB, COI, etc.
  • Assist with oversight and provide support for administrative and financial operations of clinical trials, research studies, grant awards, and contracts.
  • Prepare post award applications as needed, including budget, to sponsors and ensures accurate routing through the College's electronic Biomedical Research and Assurance Information Network (BRAIN).
  • Monitor compliance with federal regulations and standard operating procedures to ensure appropriate grant expenditures.
  • Ensure 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 to ensure appropriate justifications are provided.
  • Help ensure department invoiced federal and industry sponsors and subcontracts are invoiced in a timely manner consistent with pre-award expectations to ensure payment.
  • May work with Administration team to update cost and effort distribution in SAP for related research faculty and staff in alignment with pre-award documents.
  • Will work with the Pre Award Administrator in maintaining faculty biosketches and other support documents according to NIH guidelines.
  • Develop and prepare reports from SAP, the Clinical Trial Management Systems (CTMS), or BRAIN for principal investigators, section chiefs, administrators and other leadership.
  • Develop and maintain productive working relationships with Sponsored Programs Office (SPO) and Grants and Contracts Accounting to address any global issues within Section awards and contracts.
  • Interact with faculty, staff, College departmental offices, outside sponsors and federal agencies.
  • Utilize the Clinical Trial Management Systems (CTMS) billing grids to prepare clinical trial grant applications.
  • Certify data in BRAIN is accurate.
  • Assist in the development and maintenance of Standard Operating Procedures for the division post award management.

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

  • Four years of relevant financial reporting and grants and contracts research administration experience.
  • This role will require interaction with and deliver high quality customer service to faculty members conducting sponsored research. Excellent communication skills and attention to detail are required. 
  • Knowledge of SAP.
  •  Working knowledge of IRB electronic submissions, with human subjects.
  • Extensive experience with Excel.
  • Experience with forensic accounting and reconciling accounts. 
  • 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.
  • Experience in NIH grants is preferred.
  • Must 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. 
  • Must be detail oriented to ensure all financial documents are accurate.



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.