Job Details

Research Administration Associate

The Department of Medicine, Section of Epidemiology and Population Health, seeks a highly skilled Research Administration Associate to support comprehensive pre-award and select post-award research administration. This role manages complex pre-award activities, collaborates with domestic and international subrecipients and research partners, and supports faculty throughout the full proposal lifecycle, ensuring adherence to sponsor and institutional policies. The ideal candidate will work independently and efficiently in a fast-paced environment while delivering high-quality administrative support to the section's expanding research portfolio. A hybrid work schedule may be available upon successful completion of training.

Job Duties

• Manage pre-award activities, including BRAIN proposal preparation and submission for federal, state, and foundation sponsors.
• Review FOAs and ensure all proposal components meet sponsor and electronic system requirements.
• Provide budget development, including justifications, budget forms, and guidance to faculty.
• Assist faculty with progress reports (RPPRs), NCEs, JIT, including calculating unobligated balances.
• Update and monitor Personnel Level of Effort (PLOE) in the CPRIT portal.
• Prepare and manage outgoing subcontracts and review incoming subrecipient agreements for domestic and international collaborators.
• Monitor subrecipient activity by reviewing invoices for accuracy, allowability, and compliance, and ensure subrecipients submit invoices on time through regular follow-up and escalation when necessary.
• Review Notices of Award (NOAs) and communicate key terms, restrictions, and requirements to faculty.
• Serve as liaison with Accounting, GCA, DOM Research Administration, SPO, and collaborating institutions.
• Support coordination and submission of large program project grants and related progress reports.
• Ensure compliance with BCM policies, sponsor regulations, and federal guidelines.
• Use Microsoft Excel and institutional financial reporting systems (e.g. SAP S/4 Hana, and Power BI) to support proposal budgeting and award monitoring while assisting faculty with reporting and compliance needs.
• Contribute to process improvements in pre-award and reporting workflows.
• Perform other job-related duties as assigned.

Minimum Qualifications

• Bachelor's degree.
• Certified Research Administrator certification through the Research Administrators Certification Council (RACC) may substitute for the degree requirement.
• Two years of relevant experience.

Preferred Qualifications

• Ability to work independently in a fast-paced environment and manage multiple deadlines.
• Strong communication with excellent interpersonal skills and a high level of accountability.
• Self-motivated team player who works well under pressure, and maintains professionalism in a fast-paced research environment.
• Demonstrated ability to build and maintain strong professional relationships with faculty, staff, and internal and external collaborators.
• Highly detailed-oriented with strong organizational and problem-solving skills.
• Experience with Microsoft Excel and financial supporting tools.

Work Authorization Requirement: This position is not eligible for visa sponsorship. Candidates must be legally authorized to work in the United States at the time of application and throughout the duration of employment. Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer. Requisition ID: 24739