Job Posting Title:

Grants and Contracts Specialist

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Hiring Department:

Bureau of Economic Geology

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

PICKLE RESEARCH CAMPUS

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Job Details:

General Notes

This position is in-person and is located at the J.J. Pickle Research Campus in North Austin.

Purpose

The Grants & Contracts Specialist will play a critical role in supporting the Bureau’s research enterprise by managing the administrative and financial operations of its Industrial Affiliates Programs (IAPs) and ensuring compliance with post-award financial reporting requirements. This position is essential to the effective coordination of complex agreements, timely collection of membership dues, and accurate preparation of financial documentation in accordance with university, state, and federal regulations.

By serving as a liaison between researchers, university administrative offices, and external sponsors, the Grants & Contracts Specialist will enable the Bureau to maintain strong sponsor relationships, uphold fiscal accountability, and ensure the continuity and integrity of its sponsored research programs. The position also contributes to operational resilience through cross-training and support of other grants and contracts functions.

ResponsibilitiesThe Grants & Contracts Specialist serves as the primary coordinator for the Bureau’s 14 Industrial Affiliates Programs (IAPs), ensuring smooth operation and compliance with institutional and sponsor requirements. Program coordination (Industrial Affiliates Programs): Agreement Management: Prepare, route, and track Memoranda of Agreement (MOAs) for IAP membership. Coordinate with company representatives and the Office of Discovery to Impact using UTRMS. Membership Dues: Generate and send invoices, collect membership fees, and ensure proper routing and deposit through Discovery to Impact. Auxiliary Agreements: Draft and process Data Use Licenses, Non-Disclosure Agreements (NDAs), Materials Transfer Agreements, Subawards, and Letters of Agreement. Tracking and Communication: Maintain detailed tracking sheets for all IAP members and payments. Communicate payment status and membership updates to Principal Investigators. Program Administration: Manage day-to-day administrative tasks related to IAPs, including preparing renewal requests three months prior to program expiration. Compliance Coordination: Attend orientation sessions and maintain awareness of compliance issues and administrative processes related to IAPs.

The specialist provides professional administrative support for financial reporting and compliance related to sponsored research projects. Post Award Financial Reporting: Financial Reporting: Prepare accurate and timely financial reports, reconciliations, and projections in alignment with sponsor guidelines and university policies. Federal Reporting: Coordinate and submit federal financial reports (e.g., SF-425), ensuring accuracy and compliance. Liaise with internal departments and federal agencies as needed. Cost Share and Invoice Reports: Prepare cost share documentation and monthly invoice reports with appropriate backup. Complex Grant Support: Manage financial reporting for complex grants requiring departmental backup and task-level reporting.

To ensure operational continuity and team collaboration, the specialist will: Cross-Train: Learn and support the responsibilities of other staff within the Grants and Contracts office. Backup Support: Step in during staff absences to maintain uninterrupted administrative and financial operations. Other Duties: Perform additional functions as assigned to support the Bureau’s research and administrative goals

Required Qualifications

Education: 

Bachelor’s degree in business administration, public administration, finance, accounting, or a related field.

Experience: 

At least 3 years of experience in research administration, grants and contracts management, or financial reporting in an academic or research setting.

Skills and Knowledge:

Knowledge of federal regulations and sponsor guidelines (e.g., DOE, NSF).Proficiency in preparing and managing financial reports and reconciliations.Familiarity with contract and agreement processing (e.g., MOAs, NDAs, subawards).Strong organizational and time management skills.Excellent written and verbal communication skills.Ability to work independently and collaboratively in a team environment.

Technical Proficiency:

Experience with financial systems and grant management platforms (e.g., UTRMS or similar).

Proficiency in Microsoft Office Suite, especially Excel.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience:

3+ years of experience in research administration, particularly in a university or research institute setting. Experience managing Industrial Affiliates Programs or similar industry-sponsored research programs.

Technical Expertise:

Familiarity with UT Austin’s systems such as UTRMS and the Discovery to Impact platform.

Experience with federal grant reporting systems (e.g., Research.gov, eRA Commons).

Certifications:

Certified Research Administrator (CRA) or similar professional certification.

Soft Skills:

Demonstrated ability to manage multiple complex projects simultaneously.

Strong interpersonal skills and experience working with faculty, sponsors, and administrative offices.

Proven problem-solving and negotiation skills in contract or agreement management. 

Salary Range

$55,000 + depending on qualifications

Working Conditions

May work around standard office conditions

Repetitive use of a keyboard at a workstation

Use of manual dexterity

Required Materials

Resume/CV

3 work references with their contact informationLetter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

E-Verify Poster (English and Spanish) [PDF]Right to Work Poster (English) [PDF]Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.