Research Project Budget & Contract Administration Assistant

Penn State University; United States; Remote; USD 45,000 - 60,000; Full time

Job summary

Penn State University’s Piazza Center is seeking a detail-oriented Budget & Contract Administration Assistant to support contract, billing, and financial processes.

You will work with the Executive Director and Research Project Manager to track expenditures, manage invoicing, payments, and the contract pipeline, ensuring accuracy and timeliness. This role requires strong organizational skills and the ability to manage multiple contracts and deadlines in a university setting.

Qualifications

• Experience in a university or nonprofit administrative environment.
• Strong organization and attention to detail.
• Ability to manage multiple contracts and invoices simultaneously.
• Experience with financial administration, invoicing, accounts receivable, or related functions.
• Excellent written and verbal communication with consultants and university partners.

Responsibilities

• Maintain the Centers' 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

Organizational skills

Attention to detail

Multitasking

Communication skills

Fiscal familiarity

Tools

SIMBA

Spreadsheets

Job description

JOB DESCRIPTION AND POSITION REQUIREMENTS

The Piazza Center is seeking a detail-oriented and highly organized Research Project Budget & Contract Administration Assistant to support the Centers' contract, billing, and financial administration processes.

Working closely with the Executive Director and Research Project Manager, this position will support the financial and administrative operations of the Center and its research projects. Responsibilities include tracking expenditures and revenue, maintaining the sales and contract pipeline, coordinating contract processing and signatures, facilitating invoicing and accounts receivable processes, and processing subcontractor and contributor payments. This role will help ensure contracts, payments, and project finances are managed accurately, efficiently, and on schedule.

The position will also support payments to consultants, subcontractors, and other project contributors and maintain accurate documentation to ensure financial and contractual activities are completed accurately and on schedule.

Key Responsibilities

• Maintain the Centers' 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.

Preferred Skills 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.
• Experience with financial administration, contract processing, invoicing, accounts receivable, or related administrative functions.
• Strong written and verbal communication skills and the ability to communicate professionally with consultants and university partners.
• Proficiency with spreadsheets and electronic recordkeeping systems.
• Ability to work independently, maintain confidential information, and proactively follow up on outstanding items.

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the universities' teaching, research, and service mission.

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