ECHO Sr. Project Coordinator (Financial Coordinator)

Current Employees: If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position, please review this tip sheet. CORE JOB SUMMARY The Senior Project Coordinator coordinates project activities to ensure projects are on schedule. This role provides administrative and logistical support including meeting arrangement, progress tracking, and documentation. In addition, this job also prepares comprehensive action plans that detail available resources, timeframes and budgets for projects. The Sr Project Coordinator – ECHO is responsible for the administration, tracking, and reconciliation of participant compensation and study-related financial processes for the Environmental Influences on Child Health Outcomes (ECHO) study at the University of Miami. This role ensures accurate and compliant processing of payments in accordance with institutional policies, NIH requirements, and study protocols. The position supports research operations by maintaining financial documentation, monitoring compensation workflows, and ensuring alignment between operational activities and financial processing. CORE JOB FUNCTIONS 1. Assists with the assignment of tasks to internal teams to include schedule management. 2. Assists with budget preparation and tracks all project related expenditures. 3. Monitors project progress and addresses any issues that arise. Assists with the identification of completion shortfalls. 4. Acts as the point of contact and communicates the project status to relevant stakeholders. Communicates timeline changes and new information to project team. 5. Creates and maintains comprehensive project documentation, plans and reports. Ensures all needed documentation is current and properly filed and stored. 6. Ensures adherence to standards and requirements by reviewing project objectives against deliverables. 7. Organizes, attends and participates in project meetings. 8. Prepares necessary presentation materials for project meetings. 9. Records minutes and takes detailed notes during meetings. 10. Evaluates current procedures and recommends changes to improve the efficiency of planning and scheduling of projects. 11. Adheres to University and unit-level policy and procedures and safeguards University assets. 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. CORE QUALIFICATIONS Education: High School Diploma or equivalent/relevant experience, certification or license Bachelors preferred Experience: Minimum 3 years of relevant experience required in financial coordination, program administration, or research support Certification and Licensing: Refer to department description for applicable certification requirements Knowledge, Skills and Abilities: Learning Agility: Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands. Teamwork: Ability to work collaboratively with others and contribute to a team environment. Technical Proficiency: Skilled in using office software, technology, and relevant computer applications. Communication: Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders. Knowledge of financial tracking, reconciliation, and documentation processes Ability to maintain accurate and detailed financial records Strong organizational and attention-to-detail skills Ability to manage multiple transactions and deadlines efficiently Understanding of compliance and audit requirements Strong communication and coordination skills Proficiency in Excel and financial tracking systems Department Functions 1. Processes participant compensation in accordance with study protocols and institutional financial procedures. 2. Maintains accurate records of all participant payments, including tracking logs, reconciliation documentation, and supporting materials. 3. Ensures compliance with university financial policies, NIH guidelines, and audit requirements related to study compensation. 4. Reconciles financial records, petty cash, and payment systems to ensure accuracy and accountability. Coordinates with research staff to verify participant eligibility and completion of study activities prior to payment processing. 6. Monitors compensation workflows to ensure timely processing and resolution of discrepancies. 7. Maintains organized financial documentation to support internal and external audits. 8. Collaborates with Operations Manager and research staff to ensure alignment between study activities and financial processes. 9. Assists with tracking and monitoring of study-related expenditures associated with participant compensation. 10. Identifies and reports discrepancies or issues in financial processing to appropriate leadership. 11. Maintains confidentiality of participant and financial information in accordance with institutional policies. 12. Adheres to University and unit-level policies and procedures and safeguards University assets. Department Addendum 1. Participant Compensation Processing Process participant payments in accordance with ECHO study protocols and institutional guidelines Verify completion of required study activities prior to payment issuance Maintain accurate tracking of participant compensation across study visits 2. Financial Tracking and Reconciliation Maintain detailed logs of all compensation transactions and supporting documentation Reconcile payment records, petty cash, and financial systems on a routine basis Identify discrepancies and ensure timely resolution Maintenance and auditing of participant W-9. 3. Compliance and Audit Readiness Ensure all financial processes meet institutional, NIH, and regulatory requirements Maintain organized documentation to support audits and financial reviews Assist with the preparation of financial reports and supporting materials as needed Annual IRS reporting of participants paid greater than $600/calendar year to submit to the University’s Controller’s office by January 1st of each year. 4. Operational Coordination Coordinate with research staff to align compensation processes with study workflows Communication with Operations Manager and team members regarding payment status and issues Support consistency between study operations and financial processing The University of Miami is recognized as one of the nation’s premier research institutions and academic health systems and is among the largest employers in South Florida. With more than 20,000 faculty and staff, the University is committed to excellence and guided by a mission to positively impact the lives of students, patients, and communities locally and globally. We are dedicated to fostering a culture where every individual feels valued and empowered to contribute meaningfully. United by shared values, the University community works together to build an environment defined by purpose, collaboration, and service. The University of Miami is an Equal Opportunity Employer. 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: Staff The mission of the University of Miami is to transform lives through education, research, innovation, and service. A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation. The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit welcome.miami.edu/about-um to learn more about our points of pride. The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings. Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019. The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022. With more than 17,000 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 of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

Salary : $600