Remote Research Budget & Contract Coordinator

Penn State; Pennsylvania; Remote; USD 28,000 - 39,000; Part time

Job summary

The Pennsylvania State University is seeking a detail-oriented Research Project Budget & Contract Administration Assistant to support the Center’s contract, billing, and financial administration processes. You will work with the Executive Director and Research Project Manager to ensure timely and accurate handling of contracts, invoicing, and project finances.

Responsibilities include maintaining the contract and payment pipeline, processing invoices, tracking revenue and expenditures, and

Qualifications

• Knowledge of Penn State fiscal processes and systems, including SIMBA and related fiscal tools, purchasing and procurement, invoicing, vendor management, and Accounts Receivable procedures.
• Experience working in a university, research, nonprofit, or similarly complex administrative environment.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple contracts, invoices, deadlines, and financial transactions simultaneously.
• Strong written and verbal communication skills.

Responsibilities

• Maintain the Center’s sales, contract, billing, and payment pipeline.
• Coordinate contract preparation, signatures, processing, and required documentation.
• Process invoice requests and assist with billing and payment follow-up through Penn State fiscal offices and external systems, including completion of required documentation.
• Track project revenue, expenditures, receivables, and consultant/subcontractor payments.
• Maintain accurate financial, contract, invoice, and payment records.
• Monitor deadlines and follow up on outstanding contracts, invoices, and payments.
• Provide regular budget, contract, and pipeline updates to the Executive Director and Research Project Manager.
• Assist with financial audits, reconciliation, reporting, and coordination with university financial and procurement offices.

Skills

Strong organizational skills

Attention to detail

Communication skills (written & verbal

Tools

SIMBA

Spreadsheets

Electronic recordkeeping systems

Job description

The Pennsylvania State University is seeking a detail-oriented Research Project Budget & Contract Administration Assistant to support the Center’s contract, billing, and financial administration processes. You will work with the Executive Director and Research Project Manager to ensure timely and accurate handling of contracts, invoicing, and project finances.

Responsibilities include maintaining the contract and payment pipeline, processing invoices, tracking revenue and expenditures, and