ECHO Sr. Project Coordinator (Financial Coordinator)

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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.

5. Monitors compensation workflows to ensure timely processing and resolution of discrepancies.

6. Maintains organized financial documentation to support internal and external audits.

7. Collaborates with Operations Manager and research staff to ensure alignment between study activities and financial processes.

8. Assists with tracking and monitoring of study-related expenditures associated with participant compensation.

9. Identifies and reports discrepancies or issues in financial processing to appropriate leadership.

10. Maintains confidentiality of participant and financial information in accordance with institutional policies.

11. 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

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Job Status

Full time

Employee Type

Staff