Sponsored Programs Specialist at University of Miami in Miami, Florida

Posted in Other 8 days ago.

Job Description:

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Transforming Lives

The University of Miami is among the top research universities and academic medical centers in the nation, and one of the largest private employers in South Florida.

With more than 16,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.

The Office of Research Administration has a job opportunity for a Sponsored Programs Specialist at the Rosenstiel School of Marine and Atmospheric School (RSMAS) Campus.


The Sponsored Programs Specialist monitors, supports, and evaluates grant activities and research accounts from award set-up to closeout within the assigned department to ensure compliance with applicable University, State and Federal policies. Moreover, this position interprets applicable regulations and assists faculty and staff in understanding the proposal preparation and submission and sponsored programs requirements.

  • Identifies, prepares and submits proposals via web or paper applications.
  • Prepares, reviews, and verifies proposed project budgets with specific attention to effort and salary, travel, subcontracts, consultants, equipment and F&A costs.
  • Completes all forms required by each specific application submissions and obtains signatures from Principal Investigators (PIs) and all other required school approvers.
  • Reviews proposals and ensures all documentation is correct and ready for submission.
  • Reviews award attributes in Workday, creates budget plans and submits information to ORA Administration, and verifies budget in Workday system.
  • Prepare sub-contracting documents as required by the award and submit to ORA contracts for negotiations.
  • Prepares and submits award required financial reports and any other report required by the awarding agency throughout the life of the award.
  • Follows-up with faculty regarding the submission of technical report submissions and obtains copies for the file.
  • Maintains award information current, processes budget continuations, re-budgeting requests, no cost extensions, funding requests and generates required award reports.
  • Maintains salary forecast spreadsheets for each PI, their lab, and students.
  • Advises PI of salary funding issues as they arise for their research project.
  • Advices HR of salary funding issues that might require a lay-off letter for research faculty and research staff.
  • Distributes summaries of accounts and any corrective measures needed on any particular project.
  • Corrects and approves requested cost transfers with justification and appropriate documentation as required.
  • Tracks award end dates and notifies PIs of burn rate and requests extensions and use of funds, as required by award.
  • Approves and monitors expense transactions with the approved budget and ensures compliance with general and specific government and agency regulations and University policies.
  • Reviews and approves salary transactions, employee expense reimbursements, capital equipment acquisitions, journal entries, purchase orders requests, including consulting, sub-award, technical supplies, outside services, etc.
  • Meets with PIs as needed to provide updates and forecasting in order to assure correct expenditures and allocation for the PI's projects.
  • Provides customer service to all faculty, research staff and students related their sponsored research activities.
  • Provides coverage for other team members, as needed.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Knowledge, Skills and Attitudes:


Bachelor's degree in relevant field


Minimum 3 years of relevant experience in research administration, financial administration with knowledge of general accounting principles required. Experience in research administration highly preferred. Any appropriate combination of experience and/or certifications may be considered.

Knowledge, Skills and Attitudes:
  • Skill in completing assignments accurately and with attention to detail.
  • Ability to analyze, organize and prioritize work under pressure while meeting deadlines.
  • Ability to process and handle confidential information with discretion.
  • Ability to work evenings, nights, and weekends as necessary.
  • Ability to work in a team environment.
  • Commitment to the University's core values.
  • Ability to work independently and/or in a collaborative environment.
  • Proficient with Microsoft Office (Word, Excel) and Adobe.
  • Excellent oral and written communication skills.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:
Full time

Employee Type:

Pay Grade: