Senior Contracts and Grants Specialist

University of Texas; Austin, Northern (TX, KY); Hybrid; USD 70,000 - 80,000; Full time

Job summary

The University of Texas at Austin’s Charles A Dana Center is seeking a Senior Contracts and Grants Specialist to lead grant and contract administration on the Pickle Research Campus. This full-time, exempt role prepares and submits proposals, manages contracts, and serves as the point of contact for sponsors and internal offices.

It requires meticulous accounting and timely processing of payments. Responsibilities include PIFs, POs, DEFINE invoicing, and records management, while supporting the

Qualifications

• Bachelor's degree and at least five years of grant and contracts experience.
• Experience with federal, state, foundation sponsors and guidelines.
• Excellent written and verbal communication skills.
• Ability to manage multiple deadlines in a high-volume office.
• Strong attention to detail and ability to work independently.

Responsibilities

• Function as grant and contracts administrator for the Dana Center.
• Prepare and submit proposals, agreements, and contracts for sponsor submission.
• Review RFPs and sponsor guidelines; handle MOUs and service agreements.
• Utilize DEFINE and related systems for payments and invoicing.
• Serve as liaison with sponsors, OSP, VPCFO, UT Foundation, and accounting offices.
• Maintain electronic records for fully executed agreements and awards.

Skills

Grant administration

Proposal submission

Budget tracking

Communication

Attention to detail

Education

Bachelor's degree

Master's degree preferred

Tools

DEFINE accounting system

Smartsheet

Job description

**Job Posting Title:**Senior Contracts and Grants Specialist**----****Hiring Department:**Charles A Dana Center**----****Position Open To:**All Applicants**----****Weekly Scheduled Hours:**40**----****FLSA Status:**Exempt from FLSA**----****Earliest Start Date:**Nov 02, 2026**----****Position Duration:**Expected to Continue**----****Location:**PICKLE RESEARCH CAMPUS**----****Job Details:****General Notes**May require occasional evening or weekend work to meet sponsor deadlines. **Purpose**The Senior Contracts and Grants Specialist serves as the grant and contracts administrator for the Dana Center. The role prepares and submits proposals, agreements, and contracts through OSP and VPCFO to sponsoring agencies; manages payment vouchers, purchase orders, invoices, and deposits in DEFINE and related systems; serves as the point of contact for sponsors, Principal Investigators, vendors, and University offices; and supports the Finance Team with accounting policies, records, and administrative needs. **Responsibilities** **Grant & Contract Administration*** + Function as grant and contracts administrator for the Dana Center. + Work with Dana Center staff to prepare and submit proposals, agreements, and contracts for submission to prospective sponsoring agencies and organizations. + - Review request for proposals (RFP) solicitations + - Grant proposal guidelines (Federal, Foundations, and State agencies) + - Service Agreements (Memorandum of Understanding (MOU), Interagency, etc.) + Utilize internal university systems and external sponsor programs throughout the proposal and contracting process. **Sponsor & Stakeholder Liaison*** + Serve as point of contact for sponsors, Principal Investigators, training sites, and service providers, and act as departmental liaison supporting the management of proposals, contracts, awards, and other agreements with: - University Office of Sponsored Projects (OSP) - Vice President of Chief Financial Operations (VPCFO) - UT Foundation - Office of Accounting and Purchasing offices **Financial & Payment Operations*** + Initiate and finalize the Payee Information Form (PIF) process with new vendors/consultants to acquire a university EID and initiate the payment procedures. + Maintain clear communication with external vendors/service providers throughout the payment process. + Process Purchase Order encumbrance requests, amendments, and cancellations through the Point Plus System. + Complete invoice payment processing for service agreements, sub-awards, consultant, and other payment types using the DEFINE accounting system. + Manage various Smartsheet internal requests relating to payment vouchers and contracts and grants processing. + Audit and approve departmental travel vouchers in the DEFINE system as the 2nd of 2 initial approvers, checking for accuracy, compliance with Action Plan Budgets, and UT accounting policies. **Accounting Policy & Finance Team Support*** + Collaborate, develop, and/or create plans, manuals, and departmental policies for accounting and administration. + Provide support to the Finance Team, Operations, and Chief Operating Officer as needed. **Records Management*** + Maintain electronic records of supporting documents for fully executed contractual agreements and grant awards on the Dana Center server. **Organizational Culture & Other Duties*** + Participate in processes and activities designed to establish an organizational culture that supports learning, collaboration, and collective responsibility. + Help enhance professional relationships, satisfaction, and organizational effectiveness. + Perform other related functions as assigned. **Required Qualifications** * Bachelor's degree.* At least five years of experience in the preparation, processing, and monitoring of grant and contract proposals and awards.* Demonstrated experience working with federal, state, foundation, or other funding agencies, and the ability to interpret and apply sponsor guidelines.* Strong attention to detail and demonstrated ability to manage multiple, competing deadlines in a high-volume office environment.* Excellent written and verbal communication skills.* Demonstrated ability to work independently as a self-starter, as well as collaboratively in a team-oriented environment.* Equivalent combination of relevant education and experience may be substituted as appropriate. *(Relevant education and experience may be substituted as appropriate.)* ## **Preferred Qualifications** * Experience with AmeriCorps, national service programs, or other federally funded workforce/education initiatives.* Experience with UT Austin's DEFINE accounting system, UT Research Management Suite (UTRMS), or comparable enterprise financial/research administration systems.* Experience preparing or approving payment vouchers within an institutional accounting system.* Master's degree in public administration, nonprofit management, business, or a related field.## **Salary Range*** $70,000 - $80,000 ## **Working Conditions** * Standard office environment; may require repetitive use of a computer keyboard and extended periods of sitting.## **Required Materials***Please mark \"yes\" on the application for required materials. Failure to attach all additional materials listed may affect candidates being considered for the position*.* Resume/CV* 3 work references with their contact information; at least one reference should be from a supervisor* Letter of interest