ORA Operations Specialist, Full Time

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The Office of the Vice Provost for Research & Scholarship, Office of Research Administration (ORA) has a job opportunity for an ORA Operations Specialist to work at the University of Miami.

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.

Additional information

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.

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.

Additional information

• 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.
• Job Status: Full time
• Employee Type: Staff