Contracts and Grants Specialist

The University of Texas at Austin; Austin (TX); On-site; USD 54,000 - 66,000; Full time

Job summary

The University of Texas at Austin seeks a Contracts and Grants Specialist to provide pre- and post‑award research administration support for the Department of Earth and Planetary Sciences. You will assist PIs with grant and contract proposals, budgets, and sponsor communications during all proposal stages.

This on‑campus role requires multitasking, strong attention to detail, and excellent communication. Collaboration with OSP/DTI and subrecipients is routine, with standard 40‑hour weeks and

Qualifications

• Bachelor’s degree; three years of experience in higher education, non-profit administration, or a related field.
• Ability to multitask and work under pressure; meticulous and accurate work.
• Strong initiative, creativity, and problem‑solving skills; follow instructions.
• Ability to manage multiple projects and meet overlapping deadlines.

Responsibilities

• Support PIs through grant and contract proposal development and submission to agencies.
• Prepare budgets, budget justifications, and non‑scientific sections of proposals.
• Coordinate with lead and subrecipient institutions as needed.
• Check proposal formatting and ensure sponsor compliance and deadlines.
• Prepare UT forms for review by OSP/DTI and liaise with PIs accordingly.
• Support post‑submission materials, including revisions to budgets and supporting docs.
• Assist with post‑award requirements, including reports and funding budgets.
• Coordinate outgoing subaward processes and maintain records.

Skills

Multitasking

Creativity

Problem solving

Attention to detail

Follow instructions

Project management

Teamwork

Communication

Customer service

Interpersonal skills

Punctuality

Excel

Adobe Acrobat Pro

Education

Bachelor’s degree

Tools

Microsoft Excel

Adobe Acrobat Pro

Job description

Hiring Department

Department of Earth and Planetary Sciences

Job Posting Title

Contracts and Grants Specialist

Hiring Department

Department of Earth and Planetary Sciences

Position Open To

All Applicants

Weekly Scheduled Hours

40

FLSA Status

Exempt from FLSA

Earliest Start Date

Immediately

Position Duration

Expected to Continue

Location

UT MAIN CAMPUS

Job Details

Purpose

Provide pre- and post- award research administration support for the Department of Earth and Planetary Sciences. Provide pre- and post- award research administration support for the Department of Earth and Planetary Sciences.

Responsibilities

• Support principal investigators (PIs) through each stage of grant and contract proposal development and submission to federal, state, industry, and non-profit agencies. Prepare budgets, budget justifications, and other non-scientific sections of grant and contract proposals. Coordinate with lead and subrecipient institutions as needed.
• Check proposal formatting, ensure compliance with sponsor requirements, and upload proposal sections to appropriate online systems by deadlines. Assist PIs with submission portals as needed.
• Prepare UT electronic forms for review and approval by the Office of Sponsored Projects (OSP) or Discovery to Impact (DTI) as appropriate. Act as liaison between PI and OSP/DTI to ensure compliance with sponsor and UT requirements, and timely approval and submission.
• Support PIs in preparing and submitting post-submission materials, including revisions to budgets and budget justifications, sponsor requests for budget supporting documentation, and updates to current and pending support documents.
• Assist PIs with preparation and submission of post-award requirements, including annual and final reports, incremental funding budgets, and prior approval requests. Provide PI support for expenditure planning and monitoring.
• Coordinate outgoing subaward processes for issuance of new awards and modifications.
• Maintain proposal and award records. Provide regular and ad-hoc reporting to PIs and department leadership as requested.
• Other related duties as assigned.

Required Qualifications

• Bachelor’s degree. Three years of experience in higher education, non-profit administration, or a related field.
• Demonstrated ability to multitask and work under pressure.
• Initiative, creativity, and problem-solving skills.
• Demonstrated ability to work with accuracy and attention to detail and follow instructions without close supervision.
• Ability to manage multiple projects simultaneously, effectively meeting overlapping deadlines.
• Ability to work in a team-based environment where overall load must be shared and balanced.
• Excellent oral and written communication, customer service, and interpersonal skills.
• Professional demeanor. Regular and punctual attendance.
• Demonstrated knowledge of general computer programs, including Microsoft Excel and Adobe Acrobat Pro.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Three or more years of work experience in an institution of higher education.
• Knowledge of federal, state, local and university sponsored project guidelines and regulations.

Salary Range

$60,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Weekend and evening work may be required.
• Mobile stations and locations due to limited amount of desk space.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

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.

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.

Background Checks

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

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.

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.

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.

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]

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.