Sr. Sponsored Programs Specialist (A)

University of Miami; Miami (FL); Hybrid; USD 85,000 - 110,000; Full time

Job summary

The University of Miami, on the UHealth campus, seeks a Sr. Sponsored Programs Specialist to coordinate administrative and financial functions for the Department of Medicine.

This full-time, hybrid position oversees junior staff and reviews complex grant activities to ensure compliance with guidelines. You will work with faculty, division administrators, sponsors, and central offices on pre-award and post-award support across clinical trials, federal and foundation awards, and subawards; manage

Qualifications

• Bachelor’s degree in a relevant field required.
• Minimum 3 years of relevant experience.
• Ability to analyze, organize and prioritize work under pressure.
• Ability to handle confidential information with discretion.

Responsibilities

• Provides technical assistance and guidance to faculty and administrators in the development and preparation of funding proposals.
• Reviews grant applications to ensure accuracy and regulatory compliance.
• Maintains internal proposal documents and electronic records for assigned portfolio.
• Coordinates with faculty on budget revisions to align with award amounts.
• Oversees audits, bank reconciliations, and subcontracting activity for sponsored programs.

Skills

Attention to detail

Time management

Analytical thinking

Team leadership

Education

Bachelor’s degree in relevant field

Job description

Current Employees:

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The department of Medicine has an exciting opportunity for a full-time Sr. Sponsored Programs Specialist to work on the UHealth campus. The Sr. Sponsored Programs Specialist coordinates administrative and financial functions for the assigned department. This position also oversees junior staff and takes on the review of more complex grant activities in order to ensure departmental compliance with applicable guidelines, rules, and regulations.

*This position is hybrid.*

CORE RESPONSIBILITIES

• Provides technical assistance and guidance to faculty and administrators in the development and preparation of funding proposals.
• Responds to general inquiries regarding sponsored program policies and procedures.
• Reviews grant applications to ensure accuracy.
• Accesses applicable database(s) to verify regulatory compliance approvals before establishing of the project account.
• Maintains the internal proposal documents and electronic records for assigned portfolio.
• Processes and disseminates various non-financial post-award actions such as award notifications, amendments, and related documents.
• Assists in the coordination of the project closeout.
• Coordinates with faculty on possible need for budget revisions to be consistent with award amount as received.
• Reviews award terms and conditions and discusses flagged items with faculty.
• Oversees all audits and bank reconciliations of petty cash accounts.
• Monitors sponsored programs subcontracting activity.
• Submits to accounts payable all received and endorsed invoices and tracks timely payments by that unit.
• Adheres to University and unit-level policies and procedures and safeguards University assets.

Department Specific Functions

• Supports the Department of Medicine’s research administration operations across multiple clinical divisions.
• Provides pre-award and post-award support for Department of Medicine sponsored research activity, including clinical trials, investigator-initiated studies, federal grants, foundation awards, industry-sponsored projects, and subawards.
• Works directly with Department of Medicine faculty, division administrators, research managers, coordinators, sponsors, and central University offices.
• Assists Department of Medicine investigators and division teams with proposal preparation, budget development, sponsor guideline review, internal routing, and submission coordination.
• Supports clinical trial budget development and review for Department of Medicine studies, including start-up fees, patient care costs, invoiceable items, personnel effort, institutional costs, and sponsor-required budget documents.
• Coordinates with the Office of Research Administration, Clinical Trials Office, finance teams, sponsors, and other institutional offices to support timely study activation, award setup, amendments, and closeout.
• Monitors Department of Medicine sponsored project accounts for appropriate spending, budget variances, deficits, carryforward balances, invoicing status, collections, and closeout needs.
• Tracks Department of Medicine clinical trial financial activity, including sponsor payments, milestone payments, invoiceable items, outstanding receivables, payment delays, and study-related financial issues.
• Assists with Department of Medicine account reviews by preparing updates on award balances, deficits, pending invoices, overdue payments, carryforward, personnel effort, and closeout items.
• Maintains Department of Medicine internal tracking tools for proposals, awards, clinical trials, contracts, amendments, subawards, invoicing, collections, deficits, and closeouts.
• Supports Department of Medicine process improvement efforts related to clinical trial finance, sponsored project management, budget development, invoicing, collections, account reconciliation, and award closeout.
• Provides guidance to Department of Medicine faculty, coordinators, research staff, and division administrators on departmental workflows, institutional research systems, sponsor requirements, and sponsored research best practices.
• Helps ensure Department of Medicine sponsored research activity is managed in a timely, compliant, financially responsible, and operationally efficient manner.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS

• Bachelor’s degree in relevant field
• Minimum 3 years of relevant experience

Knowledge, Skills and Attitudes:

• Skill in completing assignments accurately and with attention to detail.
• Ability to analyze, organize and prioritize work under pressure while meeting deadlines.
• Ability to process and handle confidential information with discretion.
• Ability to work evenings, nights, and weekends as necessary.
• Commitment to the University’s core values.
• Ability to work independently and/or in a collaborative environment.

_ Any appropriate combination of relevant education, experience and/or certifications may be considered. _

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida’s only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We’re the challenge you’ve been looking for.

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