Grants Specialist, Office of Sponsored Projects

The University of Texas at Austin
paid holidays, sick time, retirement plan
United States, Texas, Austin
101 East 27th Street (Show on map)
Dec 12, 2025
Job Posting Title: Grants Specialist, Office of Sponsored Projects ---- Hiring Department: Office of Sponsored Projects ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: AUSTIN, TX ---- Job Details: General Notes The Office of Sponsored Projects(OSP) serves as the coordinating office for externally funded research and sponsored projects at The University of Texas at Austin. The mission of OSP is to assist faculty and professional research staff in their efforts to secure and ensure proper stewardship of external funding. We do that by assisting research faculty and staff with the following: proposal review, authorization, and submission; award negotiations and acceptance; account management; close-out, reports, audits, collection; professional development and education; export control, and research compliance. UT Austin offers a competitive benefits package that includes: 100% employer-paid basic medical coverage Retirement contributions Paid vacation and sick time Paid holidays Eligible for telework Please visit ourHuman Resources (HR) websiteto learn more about the total benefits offered. Purpose Support the Research Community at the University of Texas at Austin in capacity of Grants Specialists for the Office of Sponsored Projects. Primary duties are to facilitate the account set up of awards that do not require negotiation, such as federal grants, foundation awards, and fellowships, as well as to assist departments with award maintenance issues during the life of the project. Responsibilities ELECTRONIC DOCUMENTATION Enter and maintain data and notes related to award, award modifications, and contract agreements into UTRMS Grants Module comments section in a timely manner. Save pertinent compliance & award documents into the UTRMS Document upload section and in E-Share. Save electronic communications into E-Share. AWARD ACCOUNT SET UP Facilitate document collection and award review to process new grants, cooperative agreements, contract agreements, and fellowships for account set up. Review proposal, budgetary, and compliance documentation and approvals for new awards and ensure adherence with University policy and award terms and conditions. Coordinate review for export control with Export Control Officer, as needed. Assess potential budgetary and compliance risks. Obtain Authorized Official's signature when required by the sponsor. Communicate pertinent award information for award processing to the Post-Award Award Team, completes UTRMS data entry, and award transmittal to sponsor and PI, as applicable. AWARD MAINTENANCE Oversight of award administration during the life of the project. Process additional funding, including review of applicable budget for financial compliance to grant obligations. Coordinate the receipt of prior approvals from the sponsor when requested from the department and necessary, based on the terms of the award conditions. Facilitate grant transfers from the university by obtaining final unobligated balance, PI effective date of transfer, and other forms of necessary approvals. Assess risk for credit requests, collect supporting documentation, and make a recommendation for moving forward a credit request for management approval. COMMUNICATION Respond, or acknowledge, email or phone communication within 24-48 hours & communicate results of follow-up as appropriate. If volume does not permit timely follow up, communicate with the Senior Grants Manager or Assistant Director for assistance or guidance. Take action or forward correspondence as appropriate or in a timely manner. Follow up on status of outstanding actions in a timely manner. Send appropriate award information to the department or sponsor, as requested. Demonstrate the ability to communicate effectively both orally and in written form. Other related functions as assigned. Required Qualifications Bachelor's Degree. Three years' experience in preparation, processing, and negotiation of research grant and contract proposals and/or awards. Experience working with contract negotiation or research contract interpretation. Knowledge of federal, state, local and university guidelines and regulations. Excellent written and verbal communication, problem solving and organizational skills. Extensive experience with the use of MS Word and MS Excel software. Success working in a team setting and independently in a dynamic work environment. Skillful interaction with a large population. Demonstrated ability to multi-task and effectively manage concurrent projects with accuracy, communicating to stakeholders regularly. Must be eligible to work in the United States on a full-time basis. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Graduate or professional degree. Certified Research Administrator. More than 3 years' experience in preparation, processing, and negotiation of research grant and contract proposals and/or awards. University experience or experience in higher education setting. Knowledge of University intellectual property policy. Demonstrated knowledge in the development of research budgets. Experience in any phase of new system implementation. Experience with UT Austin Research Management System. Salary Range $55,000 + depending on qualifications Working Conditions May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity 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 Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above. ---- 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. ---- 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. ---- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. ---- 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. ---- 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. ---- 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. ---- 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] ---- 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.