Administrative Coordinator - Research Administration & Compliance

UT Southwestern Medical Center • Dallas, TX

2d • Onsite

About The Position

Works under minimal direction to provide coordination and supervision of major and very complex activities, programs, functions, or projects for large office, department, or division.
The McDermott Center / Center for Human Genetics at UTSW provides expertise and resources for clinicians and basic scientists to identify genes and sequence variations that contribute to human diseases and traits. If your career ambitions include working in higher education with world leaders in genetic research, we have an opening for a bright, energetic, customer service-oriented person to work and grow their academic administrative career.
The position is a key member of the administrative office, responsible for coordinating major programs, activities, and special projects while providing advanced support to the Center Director, Center Administrator, and faculty. Duties include managing a complex, multi‑year Scientific Research Agreements (SRA); assisting with federal and private grant submissions; overseeing post‑award activities; and supporting other research-related projects. Key responsibilities involve collecting and analyzing data, maintaining project timelines, and preparing detailed budgets, forecasts and reports.
This role requires experience in project management and research administration within higher education or healthcare, as well as knowledge of federal regulations, including Uniform Guidance. Strong communication and customer service skills, proficiency in Microsoft Word, Excel, and Adobe applications, foundational financial skills, effective collaboration, and exceptional attention to detail are essential. A full list of position responsibilities below.

Requirements

• High school graduation or GED and ten (10) related experience. May consider higher education completed in lieu of minimum requirements.
• Experience in business, medical, scientific or healthcare environment
• High School Diploma
• 10 years of progressively responsible administrative experience in business, medical, scientific, or health care environment.
• May consider higher education completed in lieu of minimum requirements.

Nice To Haves

• Experience in research administration in higher education or healthcare.
• Knowledge of pre‑award and post‑award processes.
• Strong organizational, analytical, and communication skills.
• Proficiency with Microsoft Office, particularly Word, Excel and Adobe.
• Knowledge of federal regulations including Uniform Guidance.
• Familiarity with eGrants, eCommons, CPRIT, PeopleSoft, Orbit Reports.
• High attention to detail and accuracy
• Ability to manage multiple priorities in a fast-paced deadline‑driven environment
• Strong communication and customer service skills
• Commitment to confidentiality and compliance
• Ability to work independently and collaboratively with minimal supervision.
• Work requires extensive experience with spreadsheets, word processing, and database software.
• Work requires strong written and verbal communication skills.
• Work requires ability to organize and prioritize work to meet deadlines.
• Work requires ability to use common office equipment such as computer, copier, fax, etc.
• Work requires personal and telephone contact with all levels of internal external personnel and organizations.
• Work may require sitting and standing for long periods of time.
• Work requires ability to read, write, analyze data and develop plans, procedures, and coordinate people and other resources to accomplish goals.
• Work requires responsibility for reviewing, developing, recommending, and implementing policies and procedures relating to assigned activity, program, or function.

Responsibilities

• Leads and provides guidance managing the preparation and submission of research grant proposals, subsequent award setup and progress reporting.
• Collaborates with faculty on proposal budgets to ensure compliance with sponsor and institutional requirements; coordinate internal deadlines to meet all internal and external submission requirements and deadlines.
• Maintain organized pre- and post-award files records and files on grant and SRA agreements; reviews terms to ensure completeness and compliance with applicable Federal and state laws and regulations, sponsor and UTSW policies.
• This position will help identify and pursue grant opportunities that support the Sequencing Populations to Accelerate Research and Care (SPARC) program.
• The successful candidate will work closely with Center’s existing leadership team to support the Center Director and SPARC Director in managing a large, multi‑year Scientific Research Agreement (SRA) that currently funds the SPARC program.
• Serve as a faculty and staff resource regarding pre‑ and post‑award processes and requirements.
• Assist with budget revisions, supplemental requests, and re‑budgeting actions.
• Facilitates effective communication between PIs and Center administrative staff by sharing deadlines, award status updates, and resolving administrative and/or workflow issues.
• Coordinate award setup, budget establishment, and administrative modifications, while interpreting award terms and conditions and ensuring compliance with sponsor, federal, state, and institutional regulations
• Monitor monthly expenditures for allowability, accuracy, and adherence to sponsor rules.
• Track and reconcile budgets and departmental accounts as needed.
• Assist with quarterly effort reporting, subrecipient monitoring, and compliance documentation.
• Support financial and administrative closeout activities.
• Maintain grant and contract award, financial, and administrative files on Center’s file server.
• Works with faculty to prepare financial reports (RPPRs) and other documentation throughout grant lifecycle.
• In addition to multiple Foundation, R01 and CPRIT single PI grants, the position will manage a large 5-year multi-site NIH P01 grant with five total budgets (4 subawards); primary liaison between UTSW and outside institutional staff ensuring timely submission of sub invoices, progress reports, and other documents.
• Works with SPA to set annual subcontract renewals and carry forward.
• Participate in monthly in-person financial reviews with faculty and other senior staff.
• Candidate must stay current with regulatory and policy changes at Federal and State level and communicate changes to Center faculty and staff.
• Process PeopleSoft sourcing and financial transactions forms including payroll updates, purchases, reimbursements, and cost transfers, as needed.
• Assists Center Administrator, faculty and Senior Financial Analyst to maintain sub‑ledgers and review expenditures for accuracy and compliance.
• Performs other duties as assigned.
• The position is responsible for coordinating major and highly complex programs, activities, and special functions while providing advanced administrative support to the Center Director, Center Administrator, and senior faculty.
• Key responsibilities include collecting, organizing, and analyzing relevant data; developing and maintaining project timelines; and preparing detailed budget and reports for Center leadership and/or faculty review.
• Relieve supervisor of various internal administrative duties, which require thorough understanding of, and adherence to functions, programs, and policies of Center and the university.
• Provides professional support for special projects, which may include editorial and administrative support for manuscripts and abstracts for publication; prepares material for oral and/or written presentations; coordinates and prepares materials for courses, meetings, and conferences; performs Library and Internet research.
• Assist faculty in publishing research journal articles to public websites.
• Working with Center Administrator and other administrative office staff, helps to maintains sub-legers for various non-grant accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.
• Assist with annual budget planning and reporting and forecasting grant revenues.
• This role may include supervising lower‑level administrative staff
• Performs other duties as assigned.
• Coordinates and supervises major or very complex programs, activities and special functions, including establishing, reviewing, and revising policies and procedures; supervises clerical and administrative employees working on program, activity, or special function; interprets policies and procedures; ensures timely and efficient operations to accomplish objectives.
• Provides professional support on special projects, which may include tasks such as: collection, organization, and analysis of relevant data, preparation of time lines, and writing reports.
• Develops and delivers special presentations.
• Coordinates budget for activity, program, or project following appropriate accounting practices and procedures to ensure all work of activity or program is within budget; prepares and submits reports using spreadsheet and word processing software as required.
• Performs other duties as assigned.

Benefits

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100% coverage for preventive healthcare-no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees