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Grants and Contracts Manager
Job Posting Title:
Grants and Contracts Manager
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Hiring Department:
School of Civic Leadership
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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:
Immediately
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Position Duration:
Expected to Continue
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Location:
AUSTIN, TX
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Job Details:
General Notes
Established in 2023 as UT Austin’s newest college, the
School of Civic Leadership
is a community of scholars and students dedicated to studying the foundational ideas and institutions of a free society, with the goal of advancing human flourishing. We value independent thought, civil discourse, reasoned deliberation, and intellectual curiosity as we prepare to meet the challenges of the present and sustain the blessings of liberty for future generations.
Upholding the University’s
motto
—Disciplina Praesidium Civitatis, “Education is the guardian genius of democracy”—we advance The University of Texas at Austin’s mission
to achieve excellence in education, research, and public service.
The University of Texas at Austin provides an outstanding benefits package to staff, including:
- Competitive health benefits (Employee premiums covered at 100%; family premiums at 50%)
- Vision, dental, life, and disability insurance options
- Paid vacation, sick leave, and holidays
- Teachers Retirement System of Texas (a defined benefit retirement plan)
- Additional voluntary retirement programs: tax sheltered annuity 403(b) and a deferred compensation program 457(b)
- Flexible spending account options for medical and childcare expenses
- Training and conference opportunities
- Tuition assistance
- Athletic ticket discounts
- Access to UT Austin's libraries and museums
- Free rides on all UT Shuttle and Capital Metro buses with staff ID card
For more details, please see: and
Purpose
The Grants Manager provides comprehensive pre-award and post-award research administration support for sponsored projects within the School of Civic Leadership. This position partners closely with faculty and central offices to ensure compliant proposal development, effective award management, accurate financial reporting, and responsible stewardship of sponsored funds. The role supports faculty research success by coordinating sponsor engagement, maintaining regulatory compliance, and facilitating efficient administrative processes across the full life cycle of externally funded projects.
Responsibilities
- Post-Award Grant Administration, Reporting, and Compliance. Coordinate all post-award activities for sponsored projects within the School of Civic Leadership, including award setup, budget increments, cost share reporting, and financial oversight. Prepare and coordinate required quarterly, annual, and final financial and programmatic reports in collaboration with principal investigators (PIs), unit leadership, and central offices. Maintain complete, accurate, and auditable project files for all sponsored awards. Ensure compliance with state, federal, sponsor, and University policies and procedures governing sponsored research and grant administration.
- Faculty, Graduate & Undergraduate Research Personnel Onboarding, Compliance, and Effort Reporting. Coordinate with new faculty, graduate research assistants, undergraduate research assistants, and post-doctoral fellows to establish and maintain PI or Co-PI status (as applicable), personnel appointments, and related unit code creation. Work with faculty and the Office of Sponsored Projects (OSP) to ensure that all covered individuals on a project have completed required Financial Conflict of Interest (FCOI) training and any sponsor- or University-mandated compliance requirements. Assist faculty and senior personnel with bi-annual effort certification reporting, ensuring accurate and timely reporting for faculty, staff, and student employees supported on sponsored projects.
- Budget Monitoring and Financial Reporting. Monitor sponsored project budget groups and process fund transfers as necessary. Review and monitor financial transactions, including appointment documents, payroll reallocations, and payment vouchers. Prepare monthly expenditure and variance reports for all active sponsored accounts and proactively identify and communicate potential budget or compliance concerns to faculty and unit leadership.
- Proposal Development, Sponsor Coordination, and Agency Engagement. Work with faculty in all aspects of proposal preparation and submission to federal agencies, foundations, and other governmental and non-governmental sponsoring organizations in accordance with University and sponsor guidelines and deadlines. This includes preparation of budgets and budget justifications, cost-share commitments, sub-award documentation, letters of agreement, and required certifications. Serve as faculty liaison to the Office of Sponsored Projects (OSP) and sponsor organizations as appropriate. Attend and support quarterly and annual sponsor briefings, meetings, and workshops to assist faculty engagement, track funding priorities and reporting expectations, and coordinate follow-up actions related to proposal development, award management, and grant stewardship.
- Additional duties as assigned.
Required Qualifications
- Bachelor’s degree in business, public administration, accounting, finance, higher education administration, or a related field, or an equivalent combination of education and relevant experience.
- At least two years of demonstrated experience managing post-award sponsored projects in an academic or research environment, including award setup, budget management, reporting, and closeout.
- Experience preparing and coordinating financial and programmatic reports (quarterly, annual, and final) for sponsored projects in collaboration with faculty and central offices.
- Proven experience supporting proposal development and submission to federal agencies and other external sponsors, including budget development, budget justifications, cost share, subawards, and required certifications.
- Familiarity with federal sponsor systems such as Grants.gov and eRA Commons, and the ability to interpret agency-specific proposal and reporting requirements.
- Experience coordinating faculty and research personnel compliance, including FCOI training verification, appointment coordination, and effort certification support.
- Strong financial and analytical skills, with experience monitoring sponsored project expenditures, identifying variances, and resolving budget or compliance issues proactively.
- Ability to maintain complete, accurate, and auditable grant files in accordance with University and sponsor requirements.
- Excellent written and verbal communication skills, with the ability to serve as a liaison among faculty, unit leadership, central offices (e.g., OSP), and external sponsors.
Relevant education and experience may be substituted as appropriate.
Salary Range
$90,000+ depending on qualifications
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.
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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.Similar jobs
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