Sponsored Programs Support Center Specialist-Intermediate (Pre-Award)

UT Health San Antonio•San Antonio, TX

About The Position

The Sponsored Programs Support Center Specialist - Intermediate (Pre-Award) works with assigned departments to perform pre-award sponsored program activities and provide excellent customer service. Under general supervision, the specialist supports UT Health San Antonio Principal Investigators (PIs), ensuring that PIs and the Office of Sponsored Programs (OSP) have accurate and timely information to prepare and submit quality proposals and monitor sponsored award portfolios. The role supports and enhances UT Health SA’s research and sponsored programs mission. The position coordinates proposal preparation and submission, supports Just-in-Time (JIT) and progress-report processes, helps PIs understand sponsored program administration and compliance, and assists with financial administration and award management. It works with departmental personnel, OSP, the Clinical Trials Office, and other UT Health SA offices to support proposal, award, and closeout activities.

Requirements

Bachelor’s degree.
General knowledge of administrative and compliance components of proposals, including standard proposal requirements, terms and conditions, budget and budget-justification development, biosketch review and development, subaward documentation, compliance elements, and proposal administration components such as facilities and other resource needs.
General knowledge of applicable federal, state, and other sponsor regulations related to sponsored programs, especially OMB Uniform Guidance.
Experience working with sponsored-program proposal-development and financial-administration software applications.
Ability to work independently in a team environment, take ownership of resolving problems, remain flexible and accountable, manage conflicting responsibilities, prioritize tasks, and consistently meet internal and external deadlines.
Capability to work with sponsored programs including training, public service, and basic science and clinical research.
Attention to detail, problem-solving ability, and ability to prioritize multiple projects and responsibilities to meet deadlines.
Analytical and problem-solving skills, including experience examining and analyzing financial transactions to develop accurate reports and identify viable solutions.

Responsibilities

Proactively communicate internal submission deadlines and sponsor due dates to PIs.
Coordinate proposal submissions, including subaward components, for assigned PIs; develop or assist with administrative proposal components such as budgets, budget justifications, and biosketches.
Ensure proposals are entered into Cayuse or another applicable submission system before routing to OSP and in accordance with internal deadlines.
Revise and update proposals after OSP review and support OSP with proposal submission when applicable.
Coordinate preparation and review of JIT information, including IRB and IACUC approvals, and revise or correct information based on reporting-office review.
Assist PIs with Research Performance Progress Reports (RPPRs) and other progress-report submissions.
Prepare and submit transfer grant applications for incoming faculty to the reporting office.
Support PIs in understanding sponsored program administration, policies, and compliance, and connect them with compliance units to support proactive protocol monitoring and management.
Coordinate routing of industry clinical-trial budgets and agreements to the Clinical Trials Office and OSP.
Review awarded budgets against proposal budgets and applicable compliance documentation, and send revised budgets to OSP for processing after PI approval.
Coordinate sponsored-program payroll appointments with departmental personnel and help ensure payroll distributions are correct for faculty, support staff, graduate students, and others.
Submit requests to OSP for award extensions, revisions, and carryforward, and assist PIs with transferring awards into or out of the institution.
Review and process monthly EA-Grants Review and Analysis certifications for assigned investigators.
Report award spend rates periodically and manage award closeouts at least 120, 90, 60, and 30 days before the end date.
Review expenditures monthly to confirm general-ledger expenses comply with applicable cost principles, sponsor requirements, and institutional policies; coordinate personnel and non-payroll cost transfers with PIs and relevant UT Health SA offices.
Prepare invoices for OSP approval for milestone-based or complex sponsor invoices.
Support OSP financial-report reconciliation and validation before sponsor submission, ensuring adjustments are processed in time to support closeout within 120 days after an award ends or by the sponsor deadline.
Assist with development and submission of program reviews and other grant-related activities.
Attend regular meetings, training sessions, and professional-development workshops, as requested and approved by the Sponsored Programs Support Center Specialist - Supervisor.