Administrative Associate

Senior Sponsored Programs Specialist Full‑time position available within the University of Miami/UHealth Department of The Miami Project. The role coordinates administrative and financial functions for the department, oversees junior staff, ensures compliance with sponsored program policies and regulations, and provides technical assistance to faculty and administrators in developing funding proposals. The Specialist will review grant applications, respond to inquiries, maintain electronic records, and support the financial management of the grant portfolio. The position works closely with the Sr. Manager of Business Operations and the Director of Sponsored Programs to prepare and deliver financial reports, monitor budgets, and facilitate award close‑out procedures. Hybrid/Remote opportunity for the right candidate. Flexible work arrangements, including fully remote options, will be considered based on candidate experience and fit. Responsibilities Reconcile grants, contracts, and clinical trial accounts to ensure accuracy and compliance. Prepare and distribute detailed financial reports for all grants, contracts, and clinical trials. Send timely reminders to principal investigators and administrators regarding upcoming progress reports and sponsor deadlines. Monitor budgets monthly, verify accuracy, and conduct variance analysis. Assist with award close‑out procedures and final reconciliations for submission to the Office of Research Administration. Prepare and submit grant‑related items such as Material Transfer Agreements, subaward renewals, Non‑Disclosure Agreements, and award modifications. Monitor program budgets and address discrepancies, including incorrectly allocated personnel or non‑personnel expenses. Clear overdrafts and initiate cost transfers (journal entries) as needed. Submit invoicing for sponsored project subawards. Maintain and organize financial records in accordance with retention policies. Collaborate with the Sr. Manager of Business Operations on ad‑hoc financial reports and support special projects. Assist in purchasing order close‑out and other financial reporting as instructed by the Sr. Manager and Director. Stay current on federal regulations and institutional policies related to grants and contracts. Provide administrative support to the Research unit as needed, and perform other duties as assigned. Core Qualifications Bachelor’s degree in a relevant field. Minimum 3 years of relevant experience supporting grant management, preferably in a university setting. Ability to work independently and under minimal supervision. Exceptional attention to detail and accuracy. Commitment to the University’s core values. Knowledge, Skills, and Abilities Proficiency with business productivity tools (e.g., Microsoft Excel, Outlook, Box). Experience with Workday Financial Management preferred. Ability to learn new systems and technology quickly. Strong analytical skills and ability to prioritize work under pressure while meeting deadlines. Discretion in handling confidential information. Flexibility to work evenings, nights, and weekends as necessary. Capacity to work independently and collaboratively in a team environment. Benefits The University of Miami offers competitive salaries and a comprehensive benefits package that includes medical, dental, tuition remission, and more. We are an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on any category protected by Federal law. #J-18808-Ljbffr