Research Project Budget & Contract Administration Assistant

The Pennsylvania State University; University Park (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Penn State’s Piazza Center invites applications for a detail-oriented Research Project Budget & Contract Administration Assistant to support contract processing, billing, and financial administration. You will collaborate with the Executive Director and Research Project Manager to maintain records and ensure timely processing across campus systems.

The role requires experience with university-style administration, strong organization, and the ability to manage multiple deadlines and financial

Qualifications

• Knowledge of Penn State fiscal processes and systems, SIMBA, invoicing, and Accounts Receivable procedures.
• Experience in 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.
• Strong written and verbal communication with consultants and university partners.
• Proficiency with spreadsheets and electronic recordkeeping systems.
• Ability to work independently and maintain confidentiality.

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

Detail-oriented

Organizational skills

Communication skills

Multitasking

Independent work

Tools

SIMBA

Spreadsheets

Recordkeeping systems

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 Center’s 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.

Key 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.

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 university’s teaching, research, and service mission.

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