Contracts and Grants Specialist

University of Texas; Austin, Northern (TX, KY); Hybrid; USD 60,000 - 80,000; Full time

Job summary

The University of Texas at Austin is seeking an experienced research administration professional to provide pre- and post-award support for the Department of Earth and Planetary Sciences. The role involves coordinating with PIs, preparing budgets and justifications, and ensuring sponsor compliance throughout the lifecycle of grants and contracts.

You will liaise with OSP/DTI, assist with submission portals, and contribute to timely reports and post-award documentation.

Qualifications

• Bachelor’s degree.
• Three years of experience in higher education, non-profit administration, or a related field.
• Demonstrated ability to multitask and meet deadlines.
• Strong communication and attention to detail.

Responsibilities

• Support PIs through grant and contract proposal development and submission.
• Prepare budgets, budget justifications, and non-scientific sections.
• Coordinate with lead and subrecipient institutions as needed.
• Check formatting and sponsor compliance; upload sections by deadlines.
• Assist PIs with submission portals as needed.
• Prepare UT forms for review by OSP/DTI.
• Liaise between PI and OSP/DTI for compliance and timely submissions.
• Support post-submission materials and updates to budgets and supporting docs.
• Assist with post-award requirements including reports and approvals.
• Provide expenditure planning and monitoring support.
• Coordinate outgoing subaward processes for new awards and modifications.
• Maintain proposal and award records; provide regular reporting.

Skills

Multitasking

Attention to detail

Communication skills

Teamwork

Problem solving

Education

Bachelor’s degree

Tools

Microsoft Excel

Adobe Acrobat Pro

Job description

Job Description

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

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.

About Us

Start Here, Change the World At The University of Texas at Austin, tradition meets innovation in the heart of a city that frequents lists of the best places to live and work. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas’ flagship university, working at UT means making a lasting impact on our city, our state and our world. Our more than 20,000 faculty and staff empower 55,000+ students to challenge ideas, pursue passions and shape their futures. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world. Looking for a student job? Please see our Student Employment site.

Contact

Comments and Inquiries: Email comments to [e-mail]. For questions or concerns regarding equal opportunity only, contact Equal Opportunity Services. Additional information for applicants can be found on the Human Resources web page: Applying for Employment. For more job information, call the Human Resource Service Center at [phone], or toll-free at [phone]. UT Austin is a Tobacco-free Campus.