Research Budget & Contracts Coordinator

The Pennsylvania State University; State College (Centre County); On-site; USD 42,000 - 64,000; Full time

Job summary

The Piazza Center at The Pennsylvania State University is seeking a detail-oriented Budget & Contract Administration Assistant to support contract, billing, and financial processes for multiple research projects.

Reporting to the Executive Director and Research Project Manager, you will track expenditures, manage invoicing, and help ensure timely payments and accurate records across university systems. Strong organizational skills and discretion are essential in this role.

Qualifications

• Experience supporting contract, invoicing, and accounts receivable processes.
• Familiarity with university fiscal processes and systems.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple contracts and deadlines.
• Excellent written and verbal communication abilities.

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 and procedures.
• 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

Excellent written and verbal skills

Ability to manage multiple contracts

Tools

SIMBA

Job description

The Piazza Center at The Pennsylvania State University is seeking a detail-oriented Budget & Contract Administration Assistant to support contract, billing, and financial processes for multiple research projects.

Reporting to the Executive Director and Research Project Manager, you will track expenditures, manage invoicing, and help ensure timely payments and accurate records across university systems. Strong organizational skills and discretion are essential in this role.