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UT Health Sponsored Projects Operations Coordinator in Texas Medical Center-Houston, Texas

Sponsored Projects Operations Coordinator

Texas Medical Center-Houston, Texas

Administrative/Office Support

UTHealth Administration

Requisition #: 2100000Q

Position Summary:

We are looking for a coordinator for our Sponsored Projects area that deals with grant and corporate gifts that fund research for UTHealth. The ideal candidate will have exposure to grants and research. This employee provides operational and administrative support to Sponsored Projects Administration (SPA) by performing a variety of complex research administration processes and tasks needed to ensure compliance with federal grant regulations. Reduces administrative burden on SPA and departmental grant and contract staff through streamlined processes and identifying other areas of process improvement. Oversees coordination of all SPA training programs conducted across the University. Performs financial duties related to clinical trial salary and fringe benefit expenses as well as research participant stipend payments.

You will serve as an Effort Coordinator which means you will need to talk with faculty and help them determine part of their process that needs to reported up to the federal government. You will manage this process and present it in formal settings. This coordinator is also in charge of our gift card program that compensates study and research participants for their participation. Finally there is a financial piece of this role where you will look at monthly clinical trial salaries and advise on their status. Candidates must be proficient with Excel, and know how to do advanced spreadsheets to track all information.

This is a full time role that is classified as exempt. It is eligible for all UTHealth benefits including exceptional healthcare coverage and a pension administered by the State of Texas. This role will work Monday through Friday standard business hours. It will be located in our University Center Tower in the heart of the Texas Medical Center.

Position Key Accountabilities:

  1. Oversees day-to-day processing and certification of all faculty and staff time and effort reports. Ensures proper certification in accordance with federal requirements, and works with the department and faculty members to resolve and document variances and address all issues and questions. Designs and conducts an on-going training program aimed at proper effort certification within the effort system. Works with Post Award Finance to complete the effort certification portion of annual federal audit. Works with Systems and Reporting team to maintain the effort system, patches, and upgrades.

  2. Provides daily oversight of the Research Participant Stipend Program that may include manual and electronic gift card distribution systems and processes. Receives, reviews and approves gift card orders for studies. Responsible for receiving and reconciling signed participant receipts, collecting W9’s when needed, and tracking participant information for 1099s at year end.

  3. Organizes all aspects of the SPA training programs that are conducted across the university. Tasks include scheduling, creating and maintaining training materials, registration, creating agendas, updating and maintaining presentations for speakers, catering (if applicable) budget and expense management, and course evaluations.

  4. Monitors and assesses all incoming email requests, awards, and contracts and assigns them to the proper SPA team member via the Grants Management System.

  5. Processes monthly clinical trial salary recovery by running revenue reports, updating the recharge worksheet and completing the journal entry. Add new studies to the worksheet as needed. On a quarterly basis, prepares expense to recovery reports for each department and document corrections needed. On a semi-annual basis, works with departments to transfer funds to cover recovery shortages.

  6. Conducts annual institutional risk assessments of all sub-award grant recipient institutions, including reviewing institution’s annual audit and assigning a risk level based on audit findings, and other pertinent information. Ensures that regular monitoring activities are conducted by the projects principal investigator for high risk entities and projects. Prepares subaward risk assessment documents for UTHealth’s annual federal awards audit.

  7. Identifies projects that can be placed on auto-guarantee each month to allow for smooth transition of grant awards from grant year to grant year.

  8. Performs other duties as assigned.


• Intermediate to advanced knowledge of excel

• Exceptional communication and interpersonal skills

• Strong organizational skills

• Outstanding public speaking and presentation skills

• Ability to use critical thinking to problem solve and identify opportunities to gain efficiencies

Minimum Education:

Bachelor's degree.

Minimum Experience:

Five (5) years of office experience.

Coordination of training and education programs

Bookkeeping/Accounting/Reconciliation experience

Research Administration experience preferred

Effort Certification experience preferred.

Physical Requirements:

Exerts up to 50 pounds of force occasionally and/or up to 20 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

If you are looking for a great healthcare career in Houston, visithttp://go.uth.edu/careers!

University of Texas Health Science Center at Houston (UTHealth)

Established in 1972 by The University of Texas System Board of Regents, The University of Texas Health Science Center at Houston (UTHealth) is Houston’s Health University and Texas’ resource for health care education, innovation, scientific discovery and excellence in patient care. The most comprehensive academic health center in the UT System and the U.S. Gulf Coast region, UTHealth is home to schools of biomedical informatics, biomedical sciences, dentistry, nursing and public health and the John P. and Kathrine G. McGovern Medical School. UTHealth includes The University of Texas Harris County Psychiatric Center, as well as the growing clinical practices UT Physicians, UT Dentists and UT Health Services. The university’s primary teaching hospitals are Memorial Hermann-Texas Medical Center, Children’s Memorial Hermann Hospital and Harris Health Lyndon B. Johnson Hospital.

UTHealth Benefits

UTHealth offers a comprehensive and competitive benefits package. For more information on our benefits programs please refer to the UTHealth Office of Benefits Website.


Equal Employment Opportunity Statement

UTHealth is committed to providing equal opportunity in all employment-related activities without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, gender identity or expression, veteran status or any other basis prohibited by law or university policy. Reasonable accommodation, based on disability or religious observances, will be considered in accordance with applicable law and UTHealth policy. The University maintains affirmative action programs with respect to women, minorities, individuals with disabilities, and eligible veterans in accordance with applicable law.