Project Administrator I

Texas A&M University System • Kingsville, TX

19d • Onsite

About The Position

The Project Administrator I, under general supervision, coordinates routine administrative and financial details between The Texas A&M University System, researchers, sponsors and administrative offices with an emphasis on post-award administration of sponsored research projects. Establishes accounts in the A&M System accounting system. Reviews and interprets award terms and conditions, cost sharing requirements, award budget, sponsor regulations, deliverable requirements and System policies. Prepares award notices.

Requirements

• Bachelor’s degree in an applicable field or equivalent combination of education and experience.
• Strong attention to details
• Basic budget and financial management skills
• Ability to interpret policies, procedures, and award requirements
• Ability to manage multiple tasking projects and deadlines by manage multiple priorities simultaneously while maintaining strong attention to detail and focus.
• Maintains organized workflows, priorities, and schedules while managing multiple tasks.
• Strong written and verbal communication
• Microsoft Excel or similar spreadsheet skills
• Ability to maintain confidential and accurate records
• Knowledge of word processing and spreadsheet applications
• Problem-solving and analytical skills
• Ability to work cooperatively with others as a team
• Proofreading skills
• Customer-service skills when working with principle investigators, departments, and sponsors
• Willingness to learn institutional financial and project-management systems
• This position is security sensitive
• This position will require export-control authorization prior to starting employment.
• This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules and procedures
• All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements

Nice To Haves

• One to two years of relevant experience in post-award administration, grants management, sponsored projects, or project administration.
• Experience with budget monitoring, financial reconciliation, and expenditure tracking.
• Experience Proficiency with Microsoft Excel, including spreadsheets, formulas, sorting, filtering, and basic data analysis.

Responsibilities

• Serves as the primary point of contact for faculty, sponsors, and department administrators.
• Coordinates routine administrative and financial activities with researchers, department heads, deans, and university staff with an emphasis on post-award administration.
• Reviews award documents, terms, conditions, budgets, and project requirements to ensure projects are established correctly.
• Consults with senior research administration staff and supervisors to interpret and communicate award documents, sponsor regulations, federal and state laws, system policies, and institutional rules.
• Coordinates revisions and approvals with faculty and sponsors, including budget revisions, compliance matters, PI changes, time extensions, and supplemental funding requests.
• Tracks project timelines, deliverables, reporting requirements, and award milestones, communicating potential issues to appropriate stakeholders.
• Maintains accurate award files, correspondence, approvals, and supporting documentation for audits and reporting purposes.
• Prepares documentation and enters award terms and financial information into research administration and accounting systems.
• Monitors expenditures against approved budgets and identifies discrepancies to support effective fund management.
• Processes and reviews expenses, purchase orders, invoices, payroll allocations, cost transfers, and other project-related financial transactions.
• Approves financial commitments for compliance with sponsor guidelines.
• Provides financial guidance and data to researchers, departments, sponsors, auditors, and administrative offices.
• Monitors cost-sharing commitments and indirect cost distributions.
• Assists with the preparation and submission of financial and administrative reports to sponsors and internal departments.
• Provides financial reporting and analysis to support project oversight and decision-making.
• Serves as a resource to researchers and departmental staff by providing routine financial and regulatory guidance.
• Coordinates with researchers, sponsors, and administrative offices to resolve project-related issues throughout the award lifecycle.
• Initiates financial closeout of sponsored research projects in accordance with sponsor requirements.
• Assists with award closeout activities, including expenditure reconciliation, resolution of outstanding transactions, and completion of required reports.
• Ensures all closeout requirements are met and projects are finalized in compliance with sponsor and institutional guidelines.
• Other duties may be assigned.

Benefits

• Medical
• Dental & Vision
• Life Insurance, Accidental D&D, Long Term Disability, Flexible Spending Account and Day Care Spending Account
• On-Campus Wellness Opportunities
• Work Life Solutions: Counseling, Work Life Assistance, Financial Resources, and Legal Resources
• Tuition Benefits: Employee Tuition Assistance Program, Book scholarships, Public Service Loan Forgiveness
• Retirement: Teacher Retirement System of Texas (TRS) or Optional Retirement Plan (ORP), dependent on position, Voluntary Tax Deferred Account/Deferred Compensation Plan
• Employee Leave: 8+ hours of vacation per month, 8 hours of sick leave per month, 8 hours of paid Birthday leave, 12-15 paid holidays per year

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree