Job Summary:

For pre-award, to provide information on funding opportunities for research and other sponsored programs to UTMB faculty and facilitates application process throughout proposal development, review, and submission. Reviews, negotiates, and obtains institutional approvals for the structure and terms of sponsored research agreements.

For Post Award, to establish and monitor accounts for UTMB PIs in managing sponsored project accounts. Monitors project expenditures and assures compliance with University policies and the sponsor terms and conditions. Assists PIs with sponsored program management.

Major Duties / Critical Tasks:

Pre-Award

• Assembles information on funding sources for research for faculty. Communicates information to the University research community.
• Furnishes advice and guidance to investigator regarding grant applications, deadlines, and format for proposal writing. Assists investigators with completing complex grant and contract proposals. Reviews completed applications, proposals, and contracts for accuracy and compliance with University and agency requirements. Reviews each new proposal to determine sponsor requirements.
• Executes a preliminary review of request for proposals, request for quotations, or requests for announcements in order to determine programmatic and contractual elements.
• Coordinates review and submission of non-competing renewals with post award staff.
• Reviews completed applications, proposals, and contracts for accuracy and compliance with University and agency requirements.
• Audits preliminary budgets and makes recommendations to include in grant application. Monitors all cost-sharing proposals from departments for accuracy and to ensure funding requirements are met.
• Negotiates the term and conditions of all contracts with potential sponsors and awardees; interprets the content and negotiates the acceptability of terms and conditions or awards. Negotiates and prepares sponsored program agreements. Follows up on pending agreements and awards which have not been fully executed by the sponsor.
• Establishes accounts after reconciling proposed budget to that of the sponsored program agreement. Performs accounting necessary to expedite set up of project account. Knowledge of sponsor’s financial and administrative terms applicable to funded projects.
• Monitors and assures the expenditure of funds are in compliance. Prepares invoices in accordance with agency and departmental procedures.
• Establishes fiscal controls and troubleshoots problems on accounts. Deposits checks and makes journal entries for appropriate transfers of funds.
• Collects on accounts receivables.
• Reconciles all expired ledger accounts to level billed to sponsor. Ensures that each expired grant is closed out in a timely manner to meet sponsored guidelines.
• Generates accurate and timely reports required by internal and external stakeholders. Coordinates reporting needs and communicates with investigators and sponsors.
• Reviews and audits recordkeeping for compliance and acceptability. Maintains complete and accurate files on all awards.
• Assists director and educational division with educational activities.
• Other duties as assigned.

Post-Award

• Establishes accounts after reconciling proposed budget to that of the award document for non-routine sponsored programs. Performs accounting necessary to expedite establishment of project account. 
• Must possess knowledge of sponsor’s financial and administrative terms applicable to funded projects.
• Monitors and assures the expenditure of funds are in compliance. Responsible for the overall post-award compliance of accounts throughout the budget/project period.
• Establishes fiscal controls and troubleshoots problems on accounts. 
• Oversees the entire close-out process for non-routine awards ensuring that each expired account is closed out properly and all reports are submitted timely, correctly, and in accordance with Sponsor requirements.
• Generates, negotiates and awards sub-agreements under prime awards. Maintains proper oversight of sub-recipients during the life of the award.
• Reviews and audits non-routine accounts for compliance and acceptability. Maintains complete and accurate files on all awards.
• Assist PI’s in completing their time and effort reports and ensures that salary sources and appointment changes are properly reflected in University systems.
• Assists in the revision of policies and procedures regarding post-award research administration.
• Performs related duties as required.

Required Education / Experience:

Bachelor’s degree or equivalent and two years related experience.

Equipment: 

Standard office environment.

Other: