Job Description

Job Posting Title:
Contract & Grants Specialist
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Hiring Department:
College of Pharmacy
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Exempt
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Earliest Start Date:
Oct 06, 2025
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Position Duration:
Expected to Continue
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Location:
AUSTIN, TX
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Job Details:
General NotesThe University of Texas at Austin provides competitive compensation plans plus a comprehensive benefits package that includes: insurance and Teachers Retirement System (TRS) retirement benefits

; paid vacation, sick and holiday

time off; access to employee professional development and wellness services; the opportunity to qualify for the Public Service Loan Forgiveness (PSLF) federal program; flexible work arrangements and more. The College of Pharmacy at The University of Texas at Austin welcomes and respects all individuals and communities by valuing and consciously maintaining awareness of perspectives and experiences.
This position will occasionally be required to work additional hours or weekends to meet time-sensitive deadlines and to occasionally attend events.
Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Purpose
The Grants & Contracts Specialist reports directly to the Associate Dean for Research & Graduate Studies in the College of Pharmacy to support research personnel on pre-award preparation and submission of grants and contracts.

Responsibilities

Grant Proposal ManagementProvide support for pre-award functions as required, including tasks such as grant budgeting, grant modifications, and proposal development. Provide comprehensive proposal development support to faculty, postdoctoral researchers, graduate students, and other college researchers. Support faculty and staff with funding searches, solicitation compliance, and related administrative needs. Facilitate post-award functions such as NOA budgets, NCEs, credit requests, spend available requests, etc. Demonstrate excellent written and oral communication skills.

Financial AdministrationAssist Business Office with financial reports where applicable and needed. Manage cost-share documentation. Monitor project accounts and support fiscal activities.


Compliance and ReportingWorks with PIs/faculty members to review and submit Research Performance Progress Reports (RPPRs). Assist with Just-In-Time requests and other complicate documentation at the institutional and federal level. Assist with tracking incoming incremental funding. Assist with monitoring deliverable deadlines and PI/faculty follow-up.

Triage, Communication and CoordinationAssist with assessing and prioritizing incoming proposals according to urgency and deadline. Share templates with PIs/faculty. Create and disseminate faculty and researcher communications via UT group email systems.

Other related duties as assigned.
Required QualificationsBachelor's degree and two years of relevant experience in the preparation, processing, and management of sponsored research proposals and/or awards Excellent communication skills, both verbal and written Demonstrated ability to work under pressure with ability to prioritize overlapping project deadlines
Additional experience and education may be substituted as appropriate.

Additional Preferred QualificationsMore than two years of relevant experience in the preparation and processing of grants and contract proposals and/or awards Experience assisting researchers with pre- and post-award administration Familiarity with the various grant management systems and federal organizations' guidelines and protocols Proficiency with electronic grant application systems (i.e. Cayuse, NIH's eRA Commons, Fastlane) Experience working in a sponsored research office, or academic department performing pre-award functions Proficiency with MS Office Suite RACCs Certified Research Administrator (CRA)


Salary Range$55,000+ depending on qualifications

Working ConditionsOpen office environment Repetitive use of a keyboard at a workstation Use of manual dexterity Will be occasionally required to work after hours and on weekends to meet deadlines

Required Materials
your application may not be considered if all required materials are not submittedResume/CV Letter of Interest List of 3 Professional References, at least one of which must be from a direct supervisor

Important: You will be prompted to submit your Resume/CV in the first step of the online job application process. Then, any additional Required Materials as listed above will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
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Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
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Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
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Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
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Equal Opportunity Employer:
The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
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Pay Transparency:
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.
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Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
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E-Verify:
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:E-Verify Poster (English and Spanish) [PDF] Right to Work Poster (English) [PDF] Right to Work Poster (Spanish) [PDF]

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Compliance:
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.