| Job Description: |
Institute Awards Administration
• Coordinate the full lifecycle of Institute-supported funding opportunities, including planning, announcement, application or nomination, review, selection, award notification, setup, monitoring, reporting, closeout, and maintenance of historical records.
• Administer internal RFAs, pilot and seed awards, fellowship awards, faculty development awards, strategic initiatives, donor-supported or donor-directed awards, discretionary allocations, and other Institute funding mechanisms.
• Serve as a primary administrative resource for applicants, award recipients, faculty leaders, departments, and Institute leadership regarding award processes and requirements.
• Maintain award documentation, timelines, terms, reporting requirements, and recipient records.
• Coordinate timely closeout of awards and disposition of remaining balances in accordance with Institute and university requirements.
Research Administration & Financial Coordination
• Coordinate administrative activities associated with Institute-supported research and other funded initiatives.
• Support Research FSEAs and other Institute research or investment accounts.
• Partner with investigators, department administrators, Institute Finance, Sponsored Programs, and other university offices on award setup, financial monitoring, reporting, transfers, and closeout.
• Help ensure funding is administered in accordance with Institute requirements, donor or funding restrictions, and applicable university policies.
• Assist faculty and departments in navigating administrative requirements associated with Institute-supported research activities.
Scientific & Programmatic Review Coordination
• Coordinate operational aspects of ad hoc Scientific Review Panels and other faculty-led review processes.
• Coordinate reviewer identification and recruitment, conflict-of-interest documentation, review materials, scheduling, scoring, meeting logistics, and maintenance of appropriate records.
• Provide administrative support that enables faculty reviewers and Institute leadership to conduct fair, consistent, and well-documented review processes.
• Support development and continuous improvement of review procedures, tools, templates, and reviewer guidance.
Program Operations & Systems Development
• Develop, implement, and continuously improve systems, workflows, templates, databases, dashboards, and other tools supporting Institute awards and research administration.
• Support implementation and optimization of award-management platforms or similar systems.
• Develop standardized processes and documentation that improve consistency, transparency, efficiency, and the applicant and recipient experience.
• Identify operational gaps and recommend practical improvements to Institute leadership.
Communications & Program Coordination
• Partner with Marketing & Communications, Advancement, Strategic Engagement & Partnerships, and other Institute teams to coordinate award announcements, recipient recognition, donor stewardship activities, presentations, and other communications related to Institute-supported initiatives.
• Maintain clear and timely communications with applicants, recipients, reviewers, faculty leaders, departments, and administrative partners throughout the award lifecycle.
• Coordinate information needed by functional partners while allowing the appropriate teams to lead communications, fundraising, donor engagement, or other specialized activities.
Reporting & Portfolio Analytics
• Maintain accurate operational reporting for the Institute’s funding portfolio, including award metrics, funding summaries, progress reports, outcomes, historical records, and portfolio dashboards.
• Track key deadlines, commitments, balances, and reporting requirements.
• Prepare information and analyses that support Institute leadership in stewardship, planning, resource allocation, and decision-making
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| Preferred: |
• Master’s degree in business, healthcare administration, public administration, science, research administration, higher education, or a related field.
• Five or more years of progressively responsible experience in research administration, academic medicine, higher education, or an academic health center.
• Experience administering internal funding programs, fellowships, research awards, pilot programs, or similar grant programs.
• Experience coordinating scientific peer review panels, faculty committees, advisory groups, or similar review processes.
• Experience with proposal or award management systems such as Proposal Central, InfoReady, SmartSimple, Workday, or similar platforms.
• Experience developing dashboards, metrics, portfolio reports, or executive-level reporting.
• Demonstrated experience building or improving programs, systems, workflows, or operational infrastructure.
• Project Management Professional (PMP) certification or equivalent project/program management training is preferred but not required.
The successful candidate should demonstrate:
• Progressively responsible experience in research administration, grants or award administration, higher education administration, healthcare administration, or a related operational field.
• Experience coordinating complex projects or programs involving multiple stakeholders.
• Strong organizational, analytical, written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities, meet deadlines, and work independently with sound judgment.
• Demonstrated ability to develop or improve administrative processes and systems
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