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

The position of Sponsored Programs Support Center Specialist - Intermediate will be responsible for working with assigned departments to perform pre-award sponsored program activities while delivering excellent customer service. Under general supervision, this position will perform support functions for UT Health San Antonio's Principal Investigators (PIs), with a focus on ensuring that PIs and the Office of Sponsored Programs (OSP) have accurate and timely information to prepare and submit quality sponsored program proposals to sponsors, as well as monitor their portfolio of sponsored awards. This role is critical to supporting and enhancing UT Health SA's research and sponsored programs mission.

• Proactively communicates internal submission deadlines and sponsor due dates to PIs.
• Coordinates all proposal submissions, including sub award proposal components, for PIs within their assigned portfolio, including developing and assisting with administrative components of the proposal (e.g., budget, budget justification, bio-sketches, etc.).
• Ensures proposal is entered into Cayuse or other submission system as applicable, prior to routing to OSP in accordance with established internal deadlines.
• Revises and updates proposals after the OSP reviews. Supports the OSP in submitting proposal, when applicable.
• Coordinates preparation and review of JIT information (e.g., IRB approval, IACUC approval, etc.).
• Revises and corrects JIT information based on the reporting office review.
• Assists PI with completing Research Performance Progress Report (RPPR) and other progress report submissions.
• Prepares and submits to the reporting office transfer grant applications for new incoming faculty.
• Supports Principal Investigators (PIs) in understanding sponsored program administration, policies, and compliance on an ongoing basis.
• Assists in connecting PIs to compliance units to ensure proactive monitoring and management of needed protocols.
• Coordinates the routing of industry clinical trial budgets and agreements to the Clinical Trials Office and the OSP.
• Reviews awarded budget compared to proposal budget, appropriate compliance documentation, etc., and sends revised budget to OSP for processing after PI approval.
• Coordinates payroll appointments with departmental personnel for sponsored programs. Assist departmental personnel to ensure that payroll distributions are correct for faculty, support staff, and graduate students and the like.
• Submits requests for award extensions, revisions, carry forward, etc. to OSP, and assists PIs in transferring awards in and out of the institution.
• Reviews and processes monthly EA-Grants Review and Analysis certifications for all assigned investigators.
• Reports award spend rate periodically and manages award close outs at least 120,90,60 and 30 days from end date.
• Reviews expenditures monthly and confirms expenses posted to the general ledger are appropriate with applicable Cost Principles, sponsor, and institutional policies; coordinates personnel and non-payroll cost transfers with the PI and applicable UT Health SA offices.
• Prepares invoices for the Office of Sponsored Programs (OSP) approval for milestone based or complex sponsor invoices.
• Supports the OSP with financial reporting reconciliation and validation of report prior to submission to sponsor; ensures all adjustments are processed in a timely matter to support award closeout by 120 days after the award ends, or as dictated by sponsor deadline.
• Assists with development and submission program reviews and other activities related to the grant.
• Attends regular meetings, training sessions, and professional development workshops to keep current on policies and procedures relevant to position responsibilities, as requested and approved by the Sponsored Programs Support Center Specialist - Supervisor.

• General knowledge and understanding of the administrative and compliance components of a proposal, including: interpretation of standard proposal requirements, terms, and conditions; development of budget and budget justification; review and development of bio-sketches; review and consolidation of necessary sub award documentation; evaluation of compliance elements; evaluation of proposal administration components, such as facility and other resourcing needs.
• General knowledge of applicable federal, state, and other sponsor regulations related to sponsored programs, especially the 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 the resolution of problems, be flexible and accountable, manage conflicting responsibilities, prioritize tasks, and consistently meet both internal and external deadlines.
• Capability to work with all types of sponsored programs including training, public service, and basic science and clinical research.
• Attention to detail, problem-solving, 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, identify viable solutions.

EDUCATION:

• Bachelor’s degree is required.