Job Details

University of Texas at San Antonio
  • Position Number: 5105586
  • Location: San Antonio, TX
  • Position Type: Sponsored Programs, Grants, and Contracts


Research Administrator (Grant & Contract) (Multiple Openings - Levels I, II and III) - UTSA Main Campus

Location: San Antonio, TX
Regular/Temporary: Regular
Job ID: 11549
Full/Part Time: Full Time

Org Marketing Statement

The University of Texas at San Antonio is a Tier One research university and a Hispanic Serving Institution specializing in cybersecurity, health, fundamental futures, and social-economic transformation. With more than 34,300 students, it is the largest university in the San Antonio region. UTSA advances knowledge through research and discovery, teaching and learning, community engagement and public service, and with an intentional focus on career readiness the university produces more graduates for the workforce than any other institution in the region. It is a catalyst for socioeconomic development and the commercialization of intellectual property - for Texas, the nation and the world. UTSA has been recognized as a Top Employer in Texas by Forbes Magazine. Learn more about UTSA online, on UTSA Today or on Twitter, Instagram, Facebook, YouTube or LinkedIn.

The College of Sciences and the Klesse College of Engineering & Integrated Design have exciting job opportunities for experienced Research Administrators, who will join collaboratives teams supporting our innovative faculty in the stewardship of research funding, and the submission of proposals.

Posting End Date: Applications will be accepted through 11:59 PM CDT on 5/2/2024. At the discretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received.

Hours: up to 40 hours per week, exempt.

Required Application Materials:
  • Resume is required.
  • Cover Letter is preferred.





Essential Functions

Job Summary - Level II

Under moderate supervision, organizes, plans, establishes, and monitors proposal preparation, and administrative and financial monitoring of grants and contracts. Provides routine pre-award and post-award services related to grants management, proposal preparation and review, award administration, and financial activities. Manages moderate volume and routine.

Salary Range - Level I : up to $65,000 commensurate with education, experience and qualifications.

Core Responsibilities - Level I
  1. Provides general guidance and counsel on a wide variety of routine research administration matters to principal investigators, senior unit administrators, and less experienced unit staff.
  2. Assists with the administration of routine grants and contracts.
  3. Assists Principal Investigators with proposal preparation on routine grant or contract. Assists with the development of budget and budget justification, interpretation of sponsor's proposal requirements. Provides a list of required proposal documents. Serves as the primary point of contact for the proposal process coordinating with the Office of Sponsored Projects.
  4. Assists with award administration, in coordination with senior research administrators, including the financial aspects of routine grants and contracts within departments, colleges, centers and institutes.
  5. Reviews and reconciles award expenditures. Provides financial projections, analysis, financial reports, and recommendations in accordance with organization policy and agency requirements. Reviews cost transfers. Reviews cost-share requirements and documentation. Supports Principal Investigators with effort reporting requirements and subrecipients monitoring.
  6. Serves as the liaison between the Principal Investigator and Office of Sponsored Projects
  7. Advises Principal Investigators on matters related to applicable compliance requirements related to the use of human or animal subjects in research, financial conflicts of interest, and biosafety.
  8. Demonstrates UTSA core values: Integrity, Excellence, Inclusiveness, Respect, Collaboration and Innovation.
  9. Performs other duties as assigned.

Required Qualifications - Level I
  • Bachelor's degree or equivalent attained through professional level experience.
  • Minimum one year of relevant experience or equivalent combination of relevant education and work experience.
  • Develops understanding of research administration guidelines of Federal and non-Federal sponsors supporting research.
  • Develops knowledge of compliance regulations in all areas of research administration.
  • Develops understanding of OMB circulars/Uniformed Guidance.
  • Familiarity with generally accepted accounting principles.
  • Proficiency with computer and information management systems, demonstrated expertise in the use of spreadsheets in financial analysis and fiscal management.
  • Develops understanding of all types of award mechanisms, including grants, contracts, subcontracts, cooperative agreements.Develops understanding of applicable compliance requirements related to the use of human or animal subjects in research, financial conflicts of interest, and biosafety.

Core Responsibilities - Level II
  1. Provides general guidance and counsel on a wide variety of routine research administration matters to principal investigators, senior unit administrators, and less experienced unit staff.
  2. Administers grants and contracts.
  3. Provides proposal support to principal investigators on routine grant or contract proposals. Assists with the development of budget and budget justification, interpretation of sponsor's proposal requirements. Provides a list of required proposal documents. Serves as the primary point of contact for the coordinating with the Office of Sponsored Projects.
  4. Administers the financial and administrative aspects of routine grant and contract management within departments, colleges, centers and institutes.
  5. Reviews, approves, and reconciles award expenditures. Provides financial projections, analysis, financial reports, and recommendations in accordance with organization policy and agency requirements. Reviews and approves cost transfers. Reviews cost-share requirements and documentation. Supports Principal Investigators with effort reporting requirements and subrecipients monitoring.
  6. Serves as the liaison between the Principal Investigator and Office of Sponsored Projects.
  7. Advises Principal Investigators on matters related to applicable compliance requirements related to the use of human or animal subjects in research, financial conflicts of interest, and biosafety.
  8. Performs other duties as assigned.

Required Qualifications - Level II
  • Knowledge of research administration guidelines of Federal and non-Federal sponsors supporting research.
  • Maintains current knowledge of compliance regulations in all areas of research administration.
  • Knowledgeable about Federal Acquisition Regulations Code of Federal Regulations, sponsor-specific policies, intellectual property policy, conflict of interest requirements, publication rights, application of F&A rates and other complex concepts in research administration.
  • Knowledge of OMB circulars/Uniformed Guidance.
  • Knowledge of generally accepted accounting principles.
  • Proficiency with computer and information management systems, demonstrated expertise in the use of spreadsheets in financial analysis and fiscal management.
  • Knowledge of all types of award mechanisms, including grants, contracts, subcontracts, cooperative agreements.
  • Knowledge of applicable compliance requirements related to the use of human or animal subjects in research, financial conflicts of interest, and biosafety.

Preferred Qualifications - Level II

Minimum of three years of experience in an area relevant to grant and contract administration including:
  • Working knowledge of 0MB Uniform Guidance for institutions of higher education or non-profit organizations.
  • Proficiency with Microsoft Office Suite, especially Excel and proficiency with PeopleSoft or a similar robust financial accounting system.
  • Proven experience with federal and nonfederal funding opportunities, proposal submissions as well as post-award functions involving several types of award mechanisms, including grants.
  • Demonstrated budgeting and post-award financial management with contracts, sub-contracts and cooperative agreements required.




Job Summary - Level III

Serves as subject matter expert in the organization, planning, establishment, and monitoring of fiscal budget control of grant and contracts administration, proposal submissions for faculty and unit research programs. Provides comprehensive pre-award and post-award services related to grants management, proposal preparation and review, award administration, and financial activities. Manages high volume and highly complex transactions. May review and guide others in the review of financial and administrative management requirements of grant and contract proposals, awards, and transactions to ensure compliance with institutional and sponsor policies.

Salary Range - Level III: up to $72,000 commensurate with education, experience and qualifications.

Core Responsibilities - Level III
  1. Provides guidance and counsel on a wide variety of highly complex research administration matters to principal investigators, senior unit administrators, and less experienced unit staff.
  2. Administer multiple programs, and projects.
  3. Provides comprehensive proposal support to principal investigators on highly complex grant or contract proposals which require task budgets, option years, multiple investigators, and multiple sub awards. Assists with the development of budget and budget justification, interpretation of sponsor's proposal requirements. Provides a list of required proposal documents. Serves as the primary point of contact for the proposal process coordinating with the central office.
  4. Administers the financial and administrative aspects of complex grants and contracts with organization-wide impact.
  5. Reviews, approves, and reconciles award expenditures. Provides highly complex projections, analysis, financial reports, and recommendations. Reviews and approves cost transfers. Reviews cost-share requirements and documentation. Supports Principal Investigators with effort reporting requirements and subrecipients monitoring.
  6. Serves as the liaison between the Principal Investigator and central offices.
  7. Advises Principal Investigators on matters related to applicable compliance requirements related to the use of human or animal subjects in research, financial conflicts of interest, and biosafety.
  8. Performs other duties as assigned.

Required Qualifications - Level III
  • Bachelor's degree or equivalent attained through professional level experience.
  • Minimum of five years of relevant experience or equivalent combination of relevant education and work experience.
  • Advanced understanding of research administration guidelines of Federal and non-Federal sponsors supporting research.
  • Maintains current knowledge of compliance regulations in all areas of research administration.
  • Knowledgeable about Federal Acquisition Regulations Code of Federal Regulations, sponsor-specific policies, intellectual property policy, conflict of interest requirements, publication rights, application of F&A rates and other complex concepts in research administration.
  • Advanced knowledge of OMB circulars/Uniformed Guidance.
  • Knowledgeable of generally accepted accounting principles.
  • Proficiency with computer and information management systems, demonstrated expertise in the use of spreadsheets in financial analysis and fiscal management.
  • Experience with all types of award mechanisms, including grants, contracts, subcontracts, cooperative agreements.
  • Knowledgeable in applicable compliance requirements related to the use of human or animal subjects in research, financial conflicts of interest, and biosafety.

Preferred Qualifications - Level III

Minimum of five years of experience in an area relevant to grant and contract administration including:
  • Proven experience with federal and nonfederal funding opportunities, proposal submissions as well as post-award functions involving several types of award mechanisms, including grants.
  • Demonstrated budgeting and post-award financial management with contracts, sub-contracts and
  • Membership in professional organizations, such as Society of Research Administrators (SRA) and/or National Council of University Research Administrators (NCURA) preferred.
  • Working knowledge of additional federal agency regulations beyond 0MB Uniform Guidance, including PHS Grants Policy Statement and FAR preferred.
  • Skill in the use of electronic sponsored program services systems is requisite (e.g. NSF Fastlane, Grants.gov, eCommons).
  • Independence and leadership skills in coordination and project management.





Additional Information
  • This position is located at the UTSA Main Campus.
  • UTSA is a tobacco free campus.
  • This is a security sensitive position. Employment is contingent upon a successful background check.
  • Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.

Working Conditions
  • Requires use of personal computing equipment, telephone, multi-functioning printer and calculator.
  • Requires the regular engagement of colleagues within and outside of the unit, principal investigators, unit business officers, and sponsor representatives.






This position will primarily work from a remote location in Texas and rarely needs to be on campus. When an employee is required to work on campus, travel and parking expenses are the employee's responsibility. Applicants must be adaptable and open to working in both environments.

Equal Employment Opportunity

As an equal employment opportunity and affirmative action employer, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination. Women, minorities, people with disabilities and veterans are encouraged to apply. UTSA campuses are accessible to persons with disabilities.


To view the full job posting and apply for this position, go to https://zahr-prd-candidate-ada.utshare.utsystem.edu/psp/ZAHRPRDADA/EMPLOYEE/UTZ_CG/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=11549&PostingSeq=1






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