ORA Operations Specialist, Full Time

200 UM Corp (Enterprise); United States; On-site; USD 50,000 - 70,000; Full time

Job summary

University of Miami is seeking an ORA Operations Specialist to serve as the central entry point for research administration inquiries, agreements, and sponsor communications. You will triage intake, assign contracts, and route inquiries to the appropriate experts, applying knowledge of research administration processes to ensure accurate routing.

You will support pre-award, post-award, and contracts functions, maintain records, and communicate deadlines and next steps to stakeholders, while

Qualifications

• Minimum 1 year of relevant experience.
• Experience with sponsored research preferred.
• Combination of relevant education and/or work experience may be considered.

Responsibilities

• Handle intake triage and contract assignment.
• Route inquiries to subject matter experts and follow through to completion.
• Provide proactive, responsive support to faculty and departmental admins.
• Communicate award status, deadlines, and next steps to stakeholders.

Skills

Organizational skills

Analytical skills

Interpersonal skills

Communication skills

Time management

Customer service

Data entry

Tools

MS Office

Job description

Core Job Summary

The ORA Operations Specialist supports the Office of Research Administration (ORA) by serving as the central point of entry for research administration inquiries, agreements, and sponsor communications. This role is responsible for intake triage, contract assignment, and routing of inquiries to the appropriate subject matter experts. The Operations Specialist applies working knowledge of research administration processes and systems to assess incoming requests, interpret sponsor and institutional communications, and ensure accurate and timely routing.

Core Job Functions

Customer Service and Concierge Support Provides responsive, personalized support to faculty and departmental administrators, anticipates research administration needs, explains requirements clearly, and guides stakeholders through resolution. Takes ownership of assigned inquiries and issues, coordinates with appropriate University offices, and follows through to completion while minimizing unnecessary referrals and repeated requests for information. Communicates proactively about award status, upcoming deadlines, outstanding requirements, and potential delays, providing clear next steps and expected completion dates.

Performance Metrics and Accountability

Meets established Office of Research Administration performance standards for response times, award setup, invoicing, financial reporting, account reconciliation, and award closeout while maintaining accuracy and compliance. Maintains accurate, current records of assigned work to support monitoring of turnaround times, overdue items, error rates, and progress toward unit performance goals. Identifies and escalates barriers to timely completion, addresses delays within the assigned portfolio, and recommends improvements that reduce processing time and rework.

Campus Experience and Trust in the Office of Research Administration

Demonstrates professionalism, respect, consistency, and a solution-oriented approach in all interactions, reinforcing ORA’s role as a trusted partner in advancing the University’s research mission. Provides clear, consistent guidance on policies and sponsor requirements, explains the rationale for decisions, and identifies allowable options that help faculty and staff move work forward. Solicits and responds constructively to campus feedback, identifies recurring service concerns, and contributes to improvements in stakeholder satisfaction and confidence in ORA. Performs intake, triage, and administrative review of research administration submissions to ensure completeness and appropriate routing of agreements and assesses deadlines, prioritizes tasks based on operational needs and sponsor requirements. Provides administrative and operational support across pre-award, post-award, and contracts functions, including tracking, status updates, and follow-up on assigned items. Facilitates ongoing communication with internal and external stakeholders, responding to inquiries, and providing guidance on intake requirements and processes. Comply with service level agreements and key performance indicators. Participates in training and professional development to stay current with research administration processes, systems, and compliance requirements. Adheres to University and unit-level policies and procedures and safeguards University assets. Identifies recurring issues or inefficiencies in intake and communicates observations for process improvement.

Experience

• Minimum 1 year of relevant experience.
• Experience with sponsored research preferred.
• Any appropriate combination of relevant education and/or work experience may be considered.

Knowledge, Skills and Attitudes

• Excellent organizational, analytical, interpersonal, and strong oral and written communication skills.
• Strong attention to detail, with the ability to multi-task and succeed in a fast-paced environment.
• Strong time-management skills.
• Strong customer service skills.
• Excellent data entry skills.
• Proficiency using MS Office products.
• Experience with sponsored research preferred.
• Skill in collecting, organizing, and analyzing data.
• Ability to recognize, analyze, and solve a variety of problems.
• Ability to exercise sound judgment in making critical decisions.

The University of Miami is recognized as one of the nation’s premier research institutions and academic health systems and is among the largest employers in South Florida.

With more than 20,000 faculty and staff, the University is committed to excellence and guided by a mission to positively impact the lives of students, patients, and communities locally and globally. We are dedicated to fostering a culture where every individual feels valued and empowered to contribute meaningfully. United by shared values, the University community works together to build an environment defined by purpose, collaboration, and service.

The University of Miami is an Equal Opportunity Employer.

Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

Job Status

Full time

Employee Type

Staff

The mission of the University of Miami is to transform lives through education, research, innovation, and service.

A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation. The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit welcome.miami.edu/about-um to learn more about our points of pride. The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings. Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019. The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022. With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University of Miami is an Equal Opportunity Employer.

Applicants and employees are protected from discrimination based on certain categories protected by Federal law.