Sr. Sponsored Programs Specialist

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About the role

Hybrid/Remote opportunity for the right candidate (Flexible work arrangements including fully remove options will be considered based on candidate experience and fit).

The University of Miami/UHealth department of The Miami Project has an exciting opportunity for a Full Time Sr. Sponsored Programs Specialist to work Hybrid at the UHealth Medical Campus. The Senior 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.

• 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.

Department Specific Functions

This position supports the Sr. Manager of Business Operations and the Director of Sponsored Programs in overseeing the financial management of The Miami Project's grant portfolio, including regular updates to budgets and financial activity related to grants, contracts, and clinical trials. The role involves preparing and delivering financial reports to faculty, principal investigators, and lab managers, as well as supporting compliance with sponsor and institutional requirements.

The ideal candidate will be highly resourceful, able to work independently with minimal direction, and possess strong attention to detail. Proficiency in Microsoft Office-especially Excel and Outlook-is essential. Familiarity with Workday is a plus. Some administrative duties may also be required.

Responsibilities include and are not limited to the following

• Reconcile grants, contracts, and clinical trial accounts to ensure accuracy and compliance.
• Prepare and distribute detailed financial reports for all grants, contracts, and clinical trials.
• Send timely reminders to principal investigators and administrators regarding upcoming progress reports and sponsor deadlines.
• Monitor budgets monthly, verify accuracy, and conduct variance analysis.
• Assist with award close-out procedures, including final reconciliations for submission to the Office of Research Administration.
• Assist the Director of Sponsored Programs with preparing and submitting grant-related items such as Material Transfer Agreements, subaward renewals, Non-Disclosure Agreements, and award modifications.
• Collaborate with the Director of Sponsored Programs to monitor all program budgets and address discrepancies, such as incorrectly allocated personnel or non-personnel expenses.
• Clear overdrafts and initiate cost transfers (journal entries) as needed.
• Submit invoicing for sponsored project subawards.
• Maintain and organize financial records in accordance with retention policies.
• Works with Sr. Manager of Business Operations on ad hoc financial reports and support special projects as requested.
• Assist in purchasing order close out and other financial reporting as instructed by the Sr. Manager and Director.
• Stay current on federal regulations and institutional policies related to grants and contracts.
• Provide administrative support to the Research unit as needed.
• Perform other duties as assigned.

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.

Core Qualifications

• Bachelor's degree in relevant field required
• Minimum 3 years of relevant experience supporting grant management, preferably in a university setting.

Knowledge, Skills, and Abilities

• Proficiency with business productivity tools (e.g., Microsoft Excel, Box, etc.) and the ability to quickly learn new systems and technology.
• Experience with Workday Financial Management is preferred.
• 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 relevant education, certifications and/or work experience may be considered.
• #LI-EB1

Pay and benefits

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.

Job Status: Full time

Employee Type: Staff