ECHO Sr. Project Coordinator

University of Miami•Coral Gables, FL

22h

About The Position

The Senior Project Coordinator coordinates project activities to ensure projects are on schedule. This role provides administrative and logistical support including meeting arrangement, progress tracking, and documentation. In addition, this job also prepares comprehensive action plans that detail available resources, timeframes and budgets for projects. The Sr Project Coordinator – ECHO is responsible for the administration, tracking, and reconciliation of participant compensation and study-related financial processes for the Environmental Influences on Child Health Outcomes (ECHO) study at the University of Miami. This role ensures accurate and compliant processing of payments in accordance with institutional policies, NIH requirements, and study protocols. The position supports research operations by maintaining financial documentation, monitoring compensation workflows, and ensuring alignment between operational activities and financial processing. This role processes participant compensation in accordance with study protocols and institutional financial procedures, maintaining accurate records of all participant payments, including tracking logs, reconciliation documentation, and supporting materials. It ensures compliance with university financial policies, NIH guidelines, and audit requirements related to study compensation, and reconciles financial records, petty cash, and payment systems to ensure accuracy and accountability. The coordinator also coordinates with research staff to verify participant eligibility and completion of study activities prior to payment processing, monitors compensation workflows to ensure timely processing and resolution of discrepancies, and maintains organized financial documentation to support internal and external audits. Collaboration with the Operations Manager and research staff is key to ensure alignment between study activities and financial processes. The position assists with tracking and monitoring of study-related expenditures associated with participant compensation, identifies and reports discrepancies or issues in financial processing to appropriate leadership, and maintains confidentiality of participant and financial information in accordance with institutional policies. Furthermore, the role involves participant compensation processing, including verifying completion of required study activities prior to payment issuance and maintaining accurate tracking of participant compensation across study visits. Financial tracking and reconciliation duties include maintaining detailed logs of all compensation transactions and supporting documentation, reconciling payment records, petty cash, and financial systems on a routine basis, identifying discrepancies and ensuring timely resolution, and the maintenance and auditing of participant W-9 forms. Compliance and audit readiness are critical, ensuring all financial processes meet institutional, NIH, and regulatory requirements, maintaining organized documentation to support audits and financial reviews, assisting with the preparation of financial reports and supporting materials as needed, and handling annual IRS reporting of participants paid greater than $600/calendar year to the University’s Controller’s office by January 1st of each year. Operational coordination involves aligning compensation processes with study workflows, communicating with the Operations Manager and team members regarding payment status and issues, and supporting consistency between study operations and financial processing. The incumbent adheres to University and unit-level policies and procedures and safeguards University assets.

Requirements

High School Diploma or equivalent/relevant experience, certification or license
Minimum 3 years of relevant experience required in financial coordination, program administration, or research support
Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands (Learning Agility)
Ability to work collaboratively with others and contribute to a team environment (Teamwork)
Skilled in using office software, technology, and relevant computer applications (Technical Proficiency)
Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders (Communication)
Knowledge of financial tracking, reconciliation, and documentation processes
Ability to maintain accurate and detailed financial records
Strong organizational and attention-to-detail skills
Ability to manage multiple transactions and deadlines efficiently
Understanding of compliance and audit requirements
Strong communication and coordination skills
Proficiency in Excel and financial tracking systems

Nice To Haves

Bachelors preferred

Responsibilities

Coordinate project activities to ensure projects are on schedule.
Provide administrative and logistical support including meeting arrangement, progress tracking, and documentation.
Prepare comprehensive action plans that detail available resources, timeframes, and budgets for projects.
Administer, track, and reconcile participant compensation and study-related financial processes for the Environmental Influences on Child Health Outcomes (ECHO) study.
Ensure accurate and compliant processing of payments in accordance with institutional policies, NIH requirements, and study protocols.
Support research operations by maintaining financial documentation, monitoring compensation workflows, and ensuring alignment between operational activities and financial processing.
Assist with the assignment of tasks to internal teams, including schedule management.
Assist with budget preparation and track all project-related expenditures.
Monitor project progress and address any issues that arise, assisting with the identification of completion shortfalls.
Act as the point of contact and communicate project status to relevant stakeholders, including timeline changes and new information to the project team.
Create and maintain comprehensive project documentation, plans, and reports, ensuring all needed documentation is current and properly filed and stored.
Ensure adherence to standards and requirements by reviewing project objectives against deliverables.
Organize, attend, and participate in project meetings.
Prepare necessary presentation materials for project meetings.
Record minutes and take detailed notes during meetings.
Evaluate current procedures and recommend changes to improve the efficiency of planning and scheduling of projects.
Process participant compensation in accordance with study protocols and institutional financial procedures.
Maintain accurate records of all participant payments, including tracking logs, reconciliation documentation, and supporting materials.
Ensure compliance with university financial policies, NIH guidelines, and audit requirements related to study compensation.
Reconcile financial records, petty cash, and payment systems to ensure accuracy and accountability.
Coordinate with research staff to verify participant eligibility and completion of study activities prior to payment processing.
Monitor compensation workflows to ensure timely processing and resolution of discrepancies.
Maintain organized financial documentation to support internal and external audits.
Collaborate with Operations Manager and research staff to ensure alignment between study activities and financial processes.
Assist with tracking and monitoring of study-related expenditures associated with participant compensation.
Identify and report discrepancies or issues in financial processing to appropriate leadership.
Maintain confidentiality of participant and financial information in accordance with institutional policies.
Verify completion of required study activities prior to payment issuance.
Maintain accurate tracking of participant compensation across study visits.
Maintain detailed logs of all compensation transactions and supporting documentation.
Perform maintenance and auditing of participant W-9 forms.
Assist with the preparation of financial reports and supporting materials as needed.
Handle annual IRS reporting of participants paid greater than $600/calendar year to the University’s Controller’s office by January 1st of each year.
Coordinate with research staff to align compensation processes with study workflows.
Communicate with Operations Manager and team members regarding payment status and issues.
Support consistency between study operations and financial processing.
Adhere to University and unit-level policy and procedures and safeguard University assets.