Senior Sponsored Programs Administrator

Job Summary

Supports the full lifecycle of sponsored research administration across the organization. Provides comprehensive pre-award, contracting, and post-award support to ensure the compliant, efficient, and customer-focused management of sponsored awards. Reviews and prepares funding proposals, assists with budget development, coordinates submission materials, supports contract review and negotiation processes, and monitors award activity to ensure accurate financial management and adherence to regulatory and sponsor requirements. Works closely with investigators, departmental leadership, system research offices, and external sponsors to facilitate high-quality clinical and translational research.

In addition to transactional support, contributes to process improvement, standardization efforts, and research infrastructure initiatives that strengthen the sponsored research enterprise and advance organizational research priorities.

Primary Responsibilities

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job responsibilities performed.

· Assist investigators and research teams with proposal development, including reviewing funding opportunity announcements, preparing submission documents, and routing proposals.

· Develop detailed and compliant budgets, budget justifications, and supporting materials.

· Ensure proposals meet sponsor, federal, and institutional requirements before submission.

· Support preparation of subcontract packages, biosketches, other support documentation, and internal forms.

· Coordinate intake, review, and tracking of clinical trial agreements, subawards, and other sponsored research contracts.

· Collaborate with the Senior Manager and contracting staff to resolve budgetary, regulatory, and administrative issues with sponsors.

· Prepare summaries, comparisons, or documentation needed for negotiation processes.

· Facilitate communication between investigators, legal teams, and contracting partners.

· Assist with award setup, account creation, and budget validation to ensure accurate implementation of award terms.

· Monitor expenditures for allowability, allocability, and compliance with sponsor terms and institutional policies.

· Support invoicing, financial reporting, effort tracking, and re-budgeting requests.

· Help coordinate award modifications, no-cost extensions, carry-forward requests, and closeout activities.

· Ensure adherence to federal regulations, sponsor policies, and UMMS research administration procedures.

· Support financial and administrative compliance reviews, including monitoring unallowable costs or spending irregularities.

· Assist with audit preparation and responses to sponsor or internal monitoring activities.

· Maintain accurate documentation, records, and audit-ready files.

· Serve as a resource to investigators, research staff, and departmental administrators on sponsored programs processes, forms, and systems.

· Provide guidance on policy interpretation, budgeting requirements, and submission timelines.

· Communicate effectively with external sponsors, subcontractors, and collaborating institutions.

· Contribute to systemwide standardization efforts by helping to develop SOPs, templates, and guidance documents.

· Assist with implementation and optimization of research administration systems (e.g., CTMS, eRegulatory platforms, grants management tools, Infor, CloudSuite).

· Identify opportunities to improve workflows and increase administrative efficiency.

· Perform all other duties as assigned.

Education & Experience - Required

Provide the minimum required education that includes the discipline(s). Provide the minimum year(s) and type(s) of experience required (do not use a range). Provide required certifications and/or licensures.

· Bachelor’s degree in related discipline (e.g. business administration, health sciences, public administration, finance, research administration),

· Minimum four (4) years of experience in sponsored research or clinical research administration.

· Previous experience with sponsored programs policies, procedures, and compliance expectations.

Education & Experience - Preferred

· Master’s degree in related field.

· Certified Research Administrator (CRA), Certified Pre-Award Research Administrator (CPRA), or related credential preferred.

· Experience managing federal, foundation, or industry-sponsored awards.

· Familiarity with Uniform Guidance, NIH Grants Policy Statement, and ICH-GCP.

· Experience working in an academic medical center or health system environment.

Knowledge, Skills, & Abilities

· Working knowledge of sponsored programs administration across the award lifecycle, including proposal preparation, budget development, contract fundamentals, and post-award financial management.

· Familiarity with federal research regulations and sponsor requirements, including Uniform Guidance (2 CFR 200), NIH Grants Policy Statement, and related compliance standards.

· Strong organizational and time-management skills, with the ability to manage multiple projects and competing deadlines in a fast-paced research environment.

· Excellent written and verbal communication skills, with the ability to interact professionally and effectively with investigators, research staff, administrators, and external sponsors.

· Demonstrated analytical skills, including cost analysis, budget review and reconciliation, expenditure monitoring, and identification of financial or compliance issues.

· Ability to interpret complex policies and sponsor guidelines, troubleshoot problems, and recommend practical, compliant solutions.

· Proficiency with research administration and financial systems, Microsoft Office applications (Excel, Word, Outlook), and electronic submission platforms (e.g., ASSIST, eRA Commons, Grants.gov Workspace).

· Strong attention to detail and commitment to accuracy, confidentiality, customer service, and continuous process improvement.

• Pay Range: $42.64 - $64.00
• Other Compensation (if applicable):
• Review the 2025-2026 UMMS Benefits Guide

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