Research Projects Budget & Contracts Specialist

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

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