UNIV - Grants Administrator - Department of Medicine: Medicine Administration

Job Description Summary

Position reports to the Team Lead for Clinical Trials and ultimately the Director of Research Administration for the Department of Medicine. This position serves as the primary financial administrator for clinical trials in the Division of Gastroenterology and Hepatology and is responsible for all financial activities across the clinical trial lifecycle, including budget development, financial feasibility review, account setup, invoicing, payment tracking, reconciliation, reporting, compliance monitoring, and closeout. Administers both pre-award and post-award activities for clinical trial grants and contracts and ensures compliance with institutional, state, federal, and sponsor funding requirements.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000965 COM DOM Administration CC

Pay Rate Type

Salary

Pay Grade

University-GEN09

Pay Range

53,142.00 - 71,706.00 - 90,372.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

• 30% - Budget Planning: Prepares, develops, and manages budgets for clinical studies, ensuring accurate allocation of resources and alignment with protocol requirements, sponsor expectations, and institutional policies. Determines financial feasibility and advises PIs and department leadership regarding potential financial risks, funding gaps, and long-term fiscal impact. Prepares and negotiates budgets with sponsors and provides pre-award support for the development and preparation of grant applications, including expert review of budgets and budget justifications. Compares contracts to PRA analysis to streamline contract execution and ensure financial terms are accurate and complete. Responsible for submitting internal processing forms (IPFs) for all grant applications. Serves as the department/division liaison for the Office of Research and Sponsored Programs (ORSP), the Office of Clinical Research (OCR), and Grants and Contracts Accounting (GCA) to ensure accurate processing and successful implementation of research projects.

• 30% - Financial Management: Responsible for the full financial management of clinical trial awards, including federal, foundation, and industry-sponsored studies. Maintains clinical trials in OnCore and OurDay, including account setup, monthly reconciliations, subaward establishment and processing, payment tracking, and revenue verification. Monitors revenue and expenses related to clinical trials and conducts budget-to-actual reviews to identify deficits, overruns, payment delays, or other issues that may impact financial viability. Collaborates closely with clinical coordinators and PIs to ensure timely invoicing for study-related activities, including start-up fees, milestones, participant visits, pass-through costs, administrative fees, and other billable items. Tracks outstanding sponsor receivables, follows up on unpaid invoices, resolves payment discrepancies, and ensures payments are received, properly recorded, and accurately credited in OurDay and OnCore. Provides options and recommendations to help ensure PI accounts remain financially sound and compliant.

• 20% - Financial Reporting: Responsible for providing accurate and timely financial reports for the clinical trial portfolio. Meets with PIs and clinical trial managers to review study financial status, enrollment trends, outstanding receivables, budget performance, and potential financial concerns. Presents bi-monthly divisional financial updates to department leadership. Notifies leadership of issues or concerns related to clinical trial finances, enrollment, sponsor payment delays, deficits, or other risks requiring attention or corrective action.

• 5% - Budget Renegotiations: Re-negotiates research contracts and clinical trial budgets as needed to address protocol changes, enrollment changes, sponsor requests, unanticipated costs, and financial feasibility concerns.

• 5% - Closeout Management: Completes clinical trial closeout duties, including reviewing study milestones with the PI and coordinator to ensure all income and have been identified and addressed. Works with GCA to ensure accurate posting of indirect charges and submits journal entries to transfer residual funds to residual accounts.

• 5% - Compliance Reporting: Assists Division Administrators and Post-Award Accountants with quarterly effort reports and other compliance-related financial reviews to ensure adherence to University guidelines, sponsor requirements, and applicable billing and financial management standards.

• 5% - Quality Improvement Initiatives: Participates in and contributes to process improvements, workflow enhancements, system optimization efforts, and group projects related to clinical trial financial management. Attends institutional training to keep skills current and knowledge up to date. Supports development of tools, reports, and procedures that improve financial tracking, invoicing accuracy, reconciliation, sponsor receivables management, and overall management of the department’s growing grants and contracts portfolio.

Additional Job Description

Minimum Requirements: A bachelor's degree and three years business, personnel, grant-in-aid or public administration experience.

Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to bend at the waist. (Frequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift, carry, lower, push or pull objects 15 lbs or more, unassisted. (Frequent) Ability to maintain 20/40 vision, corrected. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (Continuous) Ability to determine distance/relationship between objects; depth perception. (Frequent) Good peripheral vision capabilities. (Frequent) Ability to hear and/or understand conversations. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent)

Additional New Requirements: Computer literacy.

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees