Senior Research Administration Associate

Baylor College of Medicine

Houston, TX

ID: 7110063 (Ref.No. 13015-en_US)
Posted: September 9, 2022
Application Deadline: Open Until Filled

Job Description


The Graduate School of Biomedical Sciences  provide the resources, opportunities, collaborative and innovative research environment, support, mentorship, and education for students to reach their full potential as a leader in biomedical science.

We are seeking a Senior Research Administration Associate to serve as the lead in implementing the pre-award and post-award grant activities and programs in the graduate school.   This position will also provide budget, financial, and HR support for graduate students and  students in our special program areas.


Hybrid position; 3 days onsite and 2 days remote.

Job Duties

Pre-Award Management

  • Assist Faculty in the preparation of educational and research training grant applications to federal, state and private organizations by preparing budget and administrative documents for proposals
  • Read and interpret sponsor application guidelines and award polices to prepare and maintain proposal checklist
  • Assist Faculty, trainees, students and staff with establishing NIH eRA Commons and ORCID accounts for grant applications
  • Manage Conflict of Interest (COI) submission for departmental faculty in BCM’s electronic Disclosure of Outside Interest (DOI) system
  • Prepare budget and administrative documents for collaborators from external departments including subcontracts with collaborating institutions
  • Process proposal submissions to internal servers (BRAIN) and process grant applications in external portals (NIH ASSIST)
  • Process SRA’s through BRAIN to SPO, Legal, and other official signing authorities


Post Award Grant Management

  • Allocate budget as awarded in Notice of Grant Award (NOGA) by sourcing labor distributions and applying expenses to appropriate categories within budget guidelines
  • Process appointments and maintain NIH trainee database via xTRAIN
  • Generate financial reports to identify encumbrances for items or services rendered prior to award termination
  • Prepare quarterly financial expense reports for Primary Investigator (PI) to monitor expenditures and forecast remaining budget
  • Assist faculty with the preparation of RPPR/Progress Reports, internal grant closeout processes, and No Cost Extensions (NCE)
  • Pre-review quarterly time and effort reports generated with BCM’s Effort Reporting System (ERS) and route to PI for certification
  • Analyze list of grant accounts, number of awards, faculty effort on grants, number of submissions and other statistics related to grant reporting as requested by leadership


Financial and HR Administration

  • Finance Administrator for the Special Programs, SMART, PREP, IMSD, BSHEq, and Special Interest Groups
  • Prepare annual operating budget for the Graduate School Division of Special Program Projects
  • Process supplemental payments, check requests, purchase orders, travel and expense reimbursements and journal entries via SAP, SRM, and Concur
  • Develops, prepares, and maintains specialized financial reports such as post-award forecasting, student onboarding, faculty mentor commitment and SRA spreadsheet
  • Responsible for cost and effort allocations in PEPT for research faculty, students, trainees, and staff
  • Process journal entries to capture tuition on training grants and fellowships
  • Complete the annual on-boarding process SuccessFactors for the SMART and PREP students
  • Assist with the annual on-boarding process for incoming graduate students
  • Negotiate contracts with local hotel management and sales director for SMART program lodging and other events



  • Advises the Principal Investigator (PI) and Departmental staff on administrative requirements for grant budgets ensuring adherence to Program Announcement and federal, state or local guidelines
  • Interpret federal state and local guidelines to laymen preparing grant application and/or RPPR/Progress Reports
  • Provide guidance and ensures compliance for xTrain appointment

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

  • Master’s degree in business, finance, or related field, and RACC certification 
  • Analytical Thinking and Problem Solving
  • Takes ownership of problems, seeks the root cause, and proposes viable solutions
  • Escalates and/or informs management of issues and risks on a timely basis
  • Educates other stakeholders to prevent problem recurrence



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.



Baylor College of Medicine fosters diversity among its students, trainees, faculty and staff as a prerequisite to accomplishing our institutional mission, and setting standards for excellence in training healthcare providers and biomedical scientists, promoting scientific innovation, and providing patient-centered care. - Diversity, respect, and inclusiveness create an environment that is conducive to academic excellence, and strengthens our institution by increasing talent, encouraging creativity, and ensuring a broader perspective. - Diversity helps position Baylor to reduce disparities in health and healthcare access and to better address the needs of the community we serve. - Baylor is committed to recruiting and retaining outstanding students, trainees, faculty and staff from diverse backgrounds by providing a welcoming, supportive learning environment for all members of the Baylor community.