Grants Specialist, Astronomy Program

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

Benefits offered by this job

Medical coverage

Retirement contributions

Paid vacation and sick leave

Paid holidays

Job summary

The University of Texas at Austin seeks a Grants Specialist for the Astronomy Program (McDonald Observatory). You will manage externally funded research, support proposal development, and coordinate awards and subawards while ensuring compliance with sponsor and university guidelines.

A strong customer service mindset and ability to work independently are essential. Responsibilities include pre-award compliance reviews, proposal submissions through UT and sponsor portals, post-award budget

Qualifications

• Bachelor's degree in business, public administration, social sciences, or related field.
• At least three years of experience in preparing, processing, or negotiating research grant/contract proposals.
• Proficiency with IT systems: web-based tools, word processing, data entry, electronic information management, database administration.
• Ability to research, read, interpret, and apply complex regulations.
• Ability to translate complex technical details into written documents.
• Experience with budget and financial management.
• Strong written and oral communication, diplomacy, and discretion.
• Excellent organizational skills, attention to detail, and ability to prioritize.

Responsibilities

• Pre-Award: review proposals for compliance, draft and renew research agreements, provide grant proposal development support.
• Proposal Systems: manage submissions via UT and sponsor systems (UTRMS, NSF FastLane, Cayuse, Grants.gov, Research.gov, CLane).
• Subaward Support: prepare/coordinate subawards and modifications; monitor subrecipient activity.
• Post Award: assist with budget analysis, account setup, cost extensions, and closeouts; support audits.
• Reporting: assist with annual/ad hoc reports and develop training materials on sponsored research.
• Office Administration: support business office and assist with director-level tasks as needed.

Skills

Customer service

Self-starter

Teamwork

Flexibility

Problem-solving

Attention to detail

Written & oral communication

Education

Bachelor's degree in business or public administration or related field

Tools

UT Research Management System (UTRMS)

NSF FastLane

CLone? CLane

Cayuse

Grants.gov

Research.gov

Job description

Grants Specialist, Astronomy Program

Hiring Department: McDonald Observatory

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

The Department of Astronomy and McDonald Observatory promote excellence in research and education within the Astronomy Program. As one of the top-ranked astronomy programs nationwide, we lead innovative research in cosmology, galaxy formation and evolution, stellar development and star formation, exoplanetary systems, the Solar System, and instrumentation. We are also a key founding partner in the next-generation Giant Magellan Telescope.

The department research administrator (DRA) will be responsible for managing grants, contracts, and sponsored programs for faculty and researchers. This includes proposal support, grant administration, and ensuring compliance. The role also involves administrative and financial duties and serves as a supportive resource.

The successful candidate will have a strong customer service focus, be a self-starter who can work independently and as part of a team to meet shared and individual goals, and have demonstrated the ability to be flexible, adaptable, and responsive.

UT Austin offers a competitive benefits package that includes:

• 100% employer-paid basic medical coverage
• Retirement contributions
• Paid vacation and sick time
• Paid holidays

Please visit our Human Resources (HR) website to learn more about the total benefits offered.

Purpose

Support the Astronomy Programs faculty and researchers by coordinating externally funded research and sponsored projects, exercising sound and independent judgment. This includes assisting with proposal preparation and submission to the Office of Sponsored Projects (OSP), managing awards and subawards, monitoring financial and operational activity, and overseeing the closeout process.

Responsibilities

• Pre-Award. Review and analyze faculty and researchers' sponsored project proposals for compliance with sponsor, federal, state, local, and university guidelines and regulations, including drafting and renewing research agreements. Provides grant proposal development support, including meeting with Principal Investigators (PIs), researching the submission process, communicating with sponsors, creating detailed budgets and justifications, providing templates for administrative proposal documents, reviewing and suggesting edits when proposals do not meet criteria, and managing change requests.
• Proposal Systems. Use internal and external systems related to electronic proposal and subcontract submissions, including UT Research Management System (UTRMS), as well as external sponsor proposal systems like NSF Fastlane, CLane, Cayuse, Research.gov, and Grants.gov. Ensure accurate and timely submissions through the submission portals and track the status of submitted proposals.
• Subaward Support. Prepare and coordinate subawards, modifications, and additional contractual agreements under the award that comply with the prime sponsor's requirements, including all relevant federal, state, and University policies and regulations. Manage subrecipient monitoring activities, such as collecting subrecipient audit reports, researching compliance information, and billing for activities.
• Post Award: Work with the business office team members, PIs, and OSP to streamline post-award management processes. This includes budget analysis, projection creation, account setup, credit requests, grant overdrafts, incremental budgets, identification of staff appointments on grants, resolution of inconsistencies, budget reallocation recommendations, and management of expiring awards. Assist with post-award amendments through OSP, including processing cost and no-cost extensions, and credit authorizations. Support the contract closeout process and respond to audit inquiries. Ensure compliance with internal and external policies and procedures, including institutional, sponsor-specific, Federal OMB Circular policies, and Uniform Guidance (CFR-200).
• Reporting. Assist with the annual and ad hoc reports, including pre- and post-award metrics, and analyze trends. Develop training, guidance, and informational materials for faculty and staff regarding sponsored research. Attend conferences, presentations, and related campus research administration groups to stay current on new rules and trends in research administration. Share OSP and sponsor updates, funding opportunities, and useful proposal tips.
• Office Administration. Performs related duties as required, including supporting the business office's team and responsibilities. At the direction of the director, assist with assignments, tasks, or duties outside regular job duties.

Required Qualifications

• Bachelor's degree in business or public administration, social sciences, or related field.
• At least three (3) years of experience in the preparation, processing, and/or negotiation of research grant and contract proposals.
• Proficiency with multiple forms of information technology, including web-based, word processing, data entry, managing electronic information, and database administration.
• Ability to research, read, interpret, and apply complex and varying regulations.
• Ability to analyze and synthesize complex concepts and technical details and transfer them into written documents.
• Experience with budget and financial management.
• Effective written and oral communication skills, as well as diplomacy and discretion.
• Strong organizational skills and attention to detail.
• Self-starter with solution-oriented customer service, flexibility, and problem-solving skills.
• Ability to work under pressure, while maintaining a high level of accuracy and attention to detail.
• Ability to manage multiple priorities with overlapping deadlines and frequent interruptions while maintaining a high level of customer service.
• Works collaboratively with team members, faculty, staff, and students, providing assistance as needed.
• Professional demeanor, punctuality, and good attendance are important.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• At least one professional certification related to the position, such as a Certified Research Administrator (CRA), Certified Financial Research Administrator (CFRA), and Certified Pre-Award Research Administrator (CPRA).
• One or more years of project management experience related to research or grant administration in higher education, research organizations, or a related environment.
• Four (4) years of professional experience focused on research administration or other regulatory compliance in an active research setting.
• Experience using UT's Research Management System (UTRMS).
• Experience with proposal submission to federal agencies, including NSF.
• Knowledge of federal project guidelines pertaining to institutions of higher education.
• Experience with UT accounting policies and procedures for sponsored projects.

Salary Range

$60,000+ depending on qualifications and experience

Working Conditions

• Works around standard office conditions
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• Lift and move up to 20 lbs.
• May process a high volume of documents with tight deadlines

Work Shift

• Generally, M-F, 8 am - 5 pm
• Occasional work outside standard work hours as needed.
• Occasional travel may be required to McDonald Observatory, 16 miles from Fort Davis, Texas (440 miles away from the UT Austin campus)

Required Materials

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

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.