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Grants & Contracts Specialist

Job Description

Job Posting Title:

Grants & Contracts Specialist


Hiring Department:

Latino Research Institute


Position Open To:

All Applicants


Weekly Scheduled Hours:



FLSA Status:



Earliest Start Date:



Position Duration:

Expected to Continue





Job Details:

General Notes

The university offers an impressive benefits package. For more details on benefits, please see: https://hr.utexas.edu/prospective/benefits  and https://hr.utexas.edu/current/services/my-total-rewards

This position is eligible for a hybrid Flexible Work Arrangement (FWA) (on-campus and remote work). FWA arrangements are subject to manager approval and may shift due to changes in business needs.  The remote location must have a reliable internet connection to support working remotely. UT policies on Flexible Work Arrangements are available at https://hr.utexas.edu/current/fwa .

College of Liberal Arts created the College Staff Leadership Academy to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the this leadership academy, please visit: https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/

For more information on college staff professional development, please visit: https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund


This position is essential to the development of the research infrastructure required for the Latino Research Institute to fulfill its mission of creating and disseminating quality research on significant issues affecting Latino populations in the region, state, and nation.  The Grants & Contracts Specialist supports the Latino Research Institute Director and Assistant Director, affiliated investigators, and staff researchers with all aspects of sponsored funding applications (pre-award) and administration (post-award). This position is expected to continue and not reliant on grant funding.


  • Assist researchers at all levels (principal investigators (PIs), faculty, postdoctoral researchers, graduate students, staff researchers) with technical aspects of proposal development, document and budget preparation, copy editing of proposal documents, and submission of funding applications to federal and private funding agencies. 

  • At the direction of the PI, serve as primary contact with sub-award entities during the pre-award application process and throughout the post-award period. 

  • Serve as primary departmental contact for the College of Liberal Arts Grants Office and the Office of Sponsored Projects (OSP) to facilitate timely, accurate, and complete proposal submission and post-award information requests. Serve as liaison between researchers and OSP/SPAA; communicate with OSP/SPAA reviewers, negotiators, and award administrators. 

  • Work closely with the Latino Research Institute’s Administrative Associate to ensure availability of timely and accurate faculty effort percentages and financial reports to PIs and stakeholders (e.g., Scientific Advisory Panel, grant vendors).

  • Perform grant administration (post-award) duties, including assistance with progress reports; funding extensions; amendments, grant close-outs; facilitation of grant transfers, contracts, purchases, budget modifications, sub-award invoices, and overall expense management. 

  • Serve as the department’s resident expert and provide support to researchers on a broad range of funding agency and university policies, procedures, and deadlines. Notify researchers of relevant policy initiatives and changes from the university and sponsors (e.g., indirect cost agreements, tuition increases, UT fringe rate policy, sponsors’ fiscal policies, cost-share policies, conflict of interest policies, funding rules and regulations). 

  • Develop protocol documents, documenting formal grant application submission policies and procedures for the LRI. Continually refine and update internal policies and procedures. 

  • Continually upgrade knowledge and skills through active membership of UT’s Association of Research Administrators, classes, workshops, committees, and other training opportunities.

Required Qualifications

  • Bachelors degree and 3 years' experience in pre- and post-award management of sponsored projects or applicable experience.

  • Proficient use of document and budget preparation software, including Adobe Acrobat Professional and Microsoft Word and Excel.

  • Demonstrated ability to communicate (written and verbal) and interact skillfully with investigators, staff, and researchers; work both as a team member and independently without continuous supervision; work with overlapping projects and with sensitive and confidential information; adapt to a dynamic and deadline-driven, customer service-oriented environment. 

  • Demonstrated high level of organizational skills and attentiveness to detail.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

  • More than the minimum required number of years of experience.? Experience with sponsored project or post-award accounting in a university setting. 

  • Experience with UT systems, including FRMS, UTRMS, Workday, and DEFINE.

  • Demonstrated ability to navigate online portals and systems, such as eRA Commons.

  • Experience with projects involving human subject research. Experience coordinating large, multi-institutional research proposals. 

  • Experience with federal granting agencies (e.g., National Institutes of Health, National Science Foundation).  Experience with state granting agencies (e.g., Cancer Prevention and Research Institute of Texas). 

Salary Range

$50,000 + depending on qualifications

Working Conditions

  • May work around standard office conditions? 

  • Repetitive use of a keyboard at a workstation? 

  • Occasional weekend, overtime and evening work to meet deadlines? 

Required Materials

  • Resume/CV

  • 3 work references with their contact information; at least one reference should be from a supervisor

  • Letter of interest

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.


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.



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) [PDF]
  • E-Verify Poster (Spanish) [PDF]
  • Right To Work Poster (English) [PDF]
  • Right To Work Poster (Spanish) [PDF]



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.

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