Sponsored Projects Administrator

UTHealth Houston • Houston, TX

4d • Hybrid

About The Position

The Sponsored Projects Administrator facilitates the preparation, submission, review, negotiation, approval, and acquisition of grants, contracts, and other sponsored projects for the University. The role reviews grants, contracts, subcontracts, award notices, and complex or non-standard research agreements for multiple departments; establishes awards and required regulatory compliance in Grants & Contracts and financial systems; and issues, negotiates, and maintains incoming and outgoing subawards. The administrator develops and applies procedures and regulations governing government and private research funding and serves as a liaison to grant-making agencies and subaward entities.

The position independently reviews, drafts, redlines, and negotiates a range of research agreements, including collaboration and sponsored research agreements, clinical trial agreements, subawards, material transfer and data use agreements, and fee-for-service agreements. It focuses on protecting the University and ensuring compliance with applicable federal, state, UT System, institutional, regulatory, and risk requirements, particularly those involving intellectual property and data or materials ownership. The administrator coordinates with internal offices and investigators, gathers project details, drafts language for unique agreements, leads external negotiations, and coordinates account setup with the post-award team. The role also provides subject-matter expertise, participates in training and process improvement, and maintains working knowledge of research compliance, contract law, and institutional policy.

This is a hybrid position based at the University Center Tower in Houston, with the team typically working two days on-site and three remotely each week. Employees must permanently reside and work in Texas. The position has standard work-week hours and is classified as exempt.

Requirements

• At least a bachelor's degree.
• At least 2 years of experience in research or research administration, or in research or healthcare contract negotiation; equivalent years of education beyond the minimum education requirement may substitute for required experience.
• Experience managing a research portfolio or transferable skills.
• Ability to stay organized, follow up tenaciously, and handle the stress associated with these projects.
• Employees must permanently reside and work in Texas.
• Ability to meet the stated security-sensitive position requirements.

Nice To Haves

• Doctorate degree in a life science or a JD is preferred.

Responsibilities

• Facilitate the preparation, submission, review, negotiation, approval, and acquisition of grants, contracts, and other sponsored projects.
• Review, draft, redline, and negotiate complex research agreements, including collaboration agreements, sponsored research agreements, clinical trial agreements, subawards, material transfer agreements, data use agreements, and fee-for-service agreements.
• Protect the University, its assets, and faculty while ensuring agreement terms comply with applicable requirements, particularly for intellectual property, data and materials ownership, and regulatory compliance.
• Establish awards and maintain required regulatory compliance in Grants & Contracts and financial systems.
• Issue, negotiate, and maintain incoming and outgoing subawards.
• Develop and administer procedures for compliance with regulations governing government and private research grants, agreements, and sponsored projects; interpret and apply those procedures and regulations.
• Coordinate discussions between Sponsored Projects Administration and the Office of Technology Management, attend meetings with Principal Investigators, assess relationships among investigators, commercial entities, and the University, determine appropriate intellectual property terms, and obtain required approvals.
• Collaborate with schools and departments, Legal Affairs, the Office of Technology Management, the Committee for the Protection of Human Subjects, Procurement, and UT System to resolve contract issues.
• Serve as a subject-matter expert by reviewing non-standard grants and contracts and helping revise language to meet institutional standards.
• Work with faculty and departmental administrators to gather project details and ensure terms address research, scientific, financial, regulatory, and other compliance needs.
• Understand research projects, draft original language for unique agreements, and lead negotiations with external sponsors and collaborators.
• Coordinate sponsored-agreement account setup with the post-award team for timely and accurate implementation.
• Participate in on-campus trainings and forums to educate faculty and administrators about intellectual property, data and materials ownership, and contractual policies and procedures.
• Maintain working knowledge of research compliance, contract law (including intellectual property law), and institutional policy; participate in internal process improvement.
• Perform other duties as assigned.

Benefits

• 100% paid medical premiums for full-time employees.
• Healthcare coverage and insurance benefits.
• Generous time off, including holidays, a preventative leave day, vacation, and sick time (approximately 37–38 days per year).
• Increasing vacation accrual with length of service.
• Longevity pay through monthly payments after two years of service.
• Retirement/pension plan run by the State of Texas.
• Free financial and legal counseling.
• Free mental health counseling services.
• Gym membership discounts and access to wellness programs.
• Employee discounts, including entertainment, car rentals, and cell phones.
• Resources for child and elder care.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level