Sponsored Programs Specialist (Administrative)

Job Summary

Works closely with the leader and institutional stakeholders to grow and maintain the sponsored programs portfolio at the hospital. Responsible for the pre and post award functions including identification of funding opportunities, proposal and budget development support, proposal submission, and stakeholder education and training related to sponsored programs activity and invoicing, expediting payments, documentation and reporting. Works across disciplines including research quality improvement, finance, and other stakeholders to assure organizational compliance in areas such as human subjects, biosafety, and sponsored expenditures.

Job Specific Duties

• Provides comprehensive pre and post award services for sponsored programs at the hospital, including proposal development, submission and tracking.
• Assures internal approvals for resources, facilities, etc. are completed prior to submission.
• Supports the development and execution of sub-awards or subcontracts.
• Serves as the primary point of contact between the hospital and external funding agencies.
• Collaborates with investigators, program leaders, departments to develop and submit proposals, develop budgets according to funding guidelines, and to assure research compliance.
• Works with investigators, program leaders, departments to meet programmatic progress reporting requirements.
• Provides review and on-time submission of proposals to assure accuracy and compliance with program announcement, hospital policies, and federal regulations.
• Assists the Manager of Research & Sponsored Programs with the maintenance of intranet and web pages for the Office of Sponsored Programs.
• Prepares and maintains official grant files.
• Responds to inquiries and provides direct assistance to investigators, program leaders, and departments across the organization.
• Assists the Manager of Research & Sponsored Programs in designing and implementing a comprehensive education program on sponsored programs development, execution, and compliance.
• Creates invoices, manages, and expedites payments on all grant activities.
• Provides monthly updates to key stakeholders regarding status of burn rate and invoicing/payments.
• Ensures all expenses and personnel time and effort are allocated to correct funds and communicates this information with the director, finance team, foundation and research team.
• Reviews Notice of Awards (NOAs) to verify accuracy of award and obligated amounts against prime award records such as extensions and modifications.

Minimum Job Requirements

• Bachelor's Degree in Accounting or related field (or) 8+ years of experience in sponsored programs or research administration setting
• 3-5 years of experience in pre and post award sponsored programs administration
• 1-3 years of experience working in healthcare or academic medical center

Knowledge, Skills, and Abilities

• Active Certified Research Administrator (CRA) certification preferred.
• Demonstrated experience in pre and post award activity.
• Knowledgeable regarding issues of research compliance.
• Knowledgeable of federal agency practices, regulations, and policies.
• Ability to work effectively, collaboratively, and diplomatically with investigators, program leaders, and offices of senior level administration including finance, compliance, procurement and other hospital administrators.
• Excellent interpersonal and organizational skills and the willingness to reach out to various stakeholders.
• Understanding of federal regulations and agency guidelines for grants management and sponsored research, including CMS, HRSA, NIH NSF, and DoD.  Some familiarity with Florida State grants is desirable.
• Ability to work with program officers at State and federal agencies and act as effective liaison between faculty and funding agencies.
• Evidence of ability to manage budgets effectively.
• Capability of producing creative and innovative solutions and approaches to common problems.
• Highly developed written and verbal skills.
• Proficient with basic software applications including Word, Excel, and PowerPoint.
• Experienced with database management tools and protocol submission and tracking software.