Grants Specialist, Astronomy Program

Grants Specialist, Astronomy Program

The Department of Astronomy and McDonald Observatory promote excellence in research and education within the Astronomy Program. As one of the top-ranked astronomy programs nationwide, we lead innovative research in cosmology, galaxy formation and evolution, stellar development and star formation, exoplanetary systems, the Solar System, and instrumentation. We are also a key founding partner in the next-generation Giant Magellan Telescope.

The department research administrator (DRA) will be responsible for managing grants, contracts, and sponsored programs for faculty and researchers. This includes proposal support, grant administration, and ensuring compliance. The role also involves administrative and financial duties and serves as a supportive resource.

The successful candidate will have a strong customer service focus, be a self-starter who can work independently and as part of a team to meet shared and individual goals, and have demonstrated the ability to be flexible, adaptable, and responsive.

UT Austin offers a competitive benefits package that includes:

• 100% employer-paid basic medical coverage
• Retirement contributions
• Paid vacation and sick time
• Paid holidays

Please visit our Human Resources (HR) website to learn more about the total benefits offered.

Purpose

Support the Astronomy Programs faculty and researchers by coordinating externally funded research and sponsored projects, exercising sound and independent judgment. This includes assisting with proposal preparation and submission to the Office of Sponsored Projects (OSP), managing awards and subawards, monitoring financial and operational activity, and overseeing the closeout process.

Responsibilities

• Pre-Award. Review and analyze faculty and researchers' sponsored project proposals for compliance with sponsor, federal, state, local, and university guidelines and regulations, including drafting and renewing research agreements. Provides grant proposal development support, including meeting with Principal Investigators (PIs), researching the submission process, communicating with sponsors, creating detailed budgets and justifications, providing templates for administrative proposal documents, reviewing and suggesting edits when proposals do not meet criteria, and managing change requests.
• Proposal Systems. Use internal and external systems related to electronic proposal and subcontract submissions, including UT Research Management System (UTRMS), as well as external sponsor proposal systems like NSF Fastlane, CLane, Cayuse, Research.gov, and Grants.gov. Ensure accurate and timely submissions through the submission portals and track the status of submitted proposals.
• Subaward Support. Prepare and coordinate subawards, modifications, and additional contractual agreements under the award that comply with the prime sponsor's requirements, including all relevant federal, state, and University policies and regulations. Manage subrecipient monitoring activities, such as collecting subrecipient audit reports, researching compliance information, and billing for activities.
• Post Award: Work with the business office team members, PIs, and OSP to streamline post-award management processes. This includes budget analysis, projection creation, account setup, credit requests, grant overdrafts, incremental budgets, identification of staff appointments on grants, resolution of inconsistencies, budget reallocation recommendations, and management of expiring awards. Assist with post-award amendments through OSP, including processing cost and no-cost extensions, and credit authorizations. Support the contract closeout process and respond to audit inquiries. Ensure compliance with internal and external policies and procedures, including institutional, sponsor-specific, Federal OMB Circular policies, and Uniform Guidance (CFR-200).
• Reporting. Assist with the annual and ad hoc reports, including pre- and post-award metrics, and analyze trends. Develop training, guidance, and informational materials for faculty and staff regarding sponsored research. Attend conferences, presentations, and related campus research administration groups to stay current on new rules and trends in research administration. Share OSP and sponsor updates, funding opportunities, and useful proposal tips.
• Office Administration. Performs related duties as required, including supporting the business office's team and responsibilities. At the direction of the director, assist with assignments, tasks, or duties outside regular job duties.

Required Qualifications

• Bachelor's degree in business or public administration, social sciences, or related field.
• At least three (3) years of experience in the preparation, processing, and/or negotiation of research grant and contract proposals.
• Proficiency with multiple forms of information technology, including web-based, word processing, data entry, managing electronic information, and database administration.
• Ability to research, read, interpret, and apply complex and varying regulations.
• Ability to analyze and synthesize complex concepts and technical details and transfer them into written documents.
• Experience with budget and financial management.
• Effective written and oral communication skills, as well as diplomacy and discretion.
• Strong organizational skills and attention to detail.
• Self-starter with solution-oriented customer service, flexibility, and problem-solving skills.
• Ability to work under pressure, while maintaining a high level of accuracy and attention to detail.
• Ability to manage multiple priorities with overlapping deadlines and frequent interruptions while maintaining a high level of customer service.
• Works collaboratively with team members, faculty, staff, and students, providing assistance as needed.
• Professional demeanor, punctuality, and good attendance are important.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• At least one professional certification related to the position, such as a Certified Research Administrator (CRA), Certified Financial Research Administrator (CFRA), and Certified Pre-Award Research Administrator (CPRA).
• One or more years of project management experience related to research or grant administration in higher education, research organizations, or a related environment.
• Four (4) years of professional experience focused on research administration or other regulatory compliance in an active research setting.
• Experience using UT's Research Management System (UTRMS).
• Experience with proposal submission to federal agencies, including NSF.
• Knowledge of federal project guidelines pertaining to institutions of higher education.
• Experience with UT accounting policies and procedures for sponsored projects.

Salary Range

$60,000+ depending on qualifications and experience

Working Conditions

• Works around standard office conditions
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• Lift and move up to 20 lbs.
• May process a high volume of documents with tight deadlines

Work Shift

• Generally, M-F, 8 am - 5 pm
• Occasional work outside standard work hours as needed.
• Occasional travel may be required to McDonald Observatory, 16 miles from Fort Davis, Texas (440 miles away from the UT Austin campus)

Required Materials

• Letter of Interest
• Resume/CV
• Three work references with their contact information; at least one reference should be from a supervisor