St. Mary's University
  • 16-Sep-2022 to Until Filled (CST)
  • Sponsored Programs, Academic Research, and Compliance
  • San Antonio, TX, USA
  • Full Time

Competitive Pay; Generous vacation, sick, & holiday benefits; Excellent health & welfare benefits with 100% tuition assistance available.

The Research Administrator is a member of the Office of Academic Research and Sponsored Programs. The office is the central administrative unit responsible for all externally funded sponsored projects, grants, and contracts relevant to Academic Affairs activities. The Office is responsible for pre-award, some post-award, and academic-based compliance for all academic research and sponsored projects.


Pre-Award Proposal Development:

  • Researches federal, state, and private grant opportunities.
  • Disseminates relevant grant opportunities to appropriate faculty and administrators.
  • Reviews and understands the terms and conditions of sponsored projects administered, including linked/footnoted terms and conditions not provided in hard copy or electronic copy.
  • Meets with faculty to discuss their grant project ideas, maintains a library of faculty research or program interests. Assists the Director in planning and offering faculty grants workshops.
  • Works with faculty to prepare grant proposal documents and budgets submitted primarily to government agencies and other sponsors.
  • Interprets grant guidelines to determine whether the grant application meets all sponsor requirements.
  • Works collaboratively with various university offices and external partners to gather information needed for grant applications and seek internal approvals.


  • Assists in monitoring and maintaining records of post award spending and commitment activity. Reviews and certifies monthly expenditure statements, and facilitate quarterly review by principal investigators.
  • Participates in contract closeout process and audit inquiries; submit final reports and certificates.
  • Tracks Project Managers in meeting deliverable requirements, including acknowledgement letters and grant reports.


  • Maintains an awareness of current and changing federally mandated policies and procedures related to research administration that include but are not limited to Responsible Research Conduct, Time and Effort Reporting, Misconduct, Conflict of Interest, Non-discrimination, and all federal certifications. Identify areas of compliance vulnerability.
  • Coordinates activities such as the internal grant funding program and the recently awarded Biomedical and Biobehavioral Research Administration Development (BRAD).

Other Activities:

  • Works directly with researchers in various schools to prepare research funding applications.
  • Performs research and answers questions about sponsor guidelines, creates project budgets, assists with formatting of applications, provides feedback, monitors award status,
  • Assists in the coordination and organization events, such as conferences, meetings, site visits, or sponsor reviews, related to sponsored projects as needed.
  • Participates in and contributes to process improvements and group projects.
  • Performs other job duties as assigned.


  • Bachelor's degree from an accredited college or university in accounting, business administration, computer science preferred
  • Two years' experience working with federal or private funding agencies on grants, contracts, or other agreements or equivalent experience; preferably within an academic or higher education complex or similar type work
  • Must have completed Certified Research Administrator exam or have the ability to complete within 5 years.
  • Must clear and maintain a favorable background investigation and clearance
  • Must have the ability to demonstrate intermediate to advanced skills in MS Office (Word, Excel, Teams, and PowerPoint). experience with virtual meeting platforms such as Zoom. Proficiency with spreadsheets and databases; Proficiency in using electronic research administration application software such as and NSF Fastlane and web-based applications for document sharing, uploading, storing, and organizing documents is highly desirable
  • Must be able work effectively and efficiently under extreme pressure and meet deadlines/goals
  • Must have superior writing, editing and grantsmanship skills with high attention to detail along with strong communication and organizational skills.
  • Must have working knowledge of federal government compliance requirements as contained in documents such as the Uniform Guidance. This position requires a basic understanding of federal cost allocation principles in order to ensure that federal grant funds are appropriately utilized. Knowledge of grant writing resources, including online foundation directories, SPINPlus, PIVOT, and, etc.
  • Must be able to demonstrate record of working with faculty across disciplines to secure and administer grants and experience working with faculty to prepare a federal or state grant proposal from start to finish.
  • Must have ability to maintain a high level of confidentiality when working with sensitive information
  • Strong quantitative skills and comfort working with complex budgets is preferred
  • Knowledge of priorities, procedures, and the policies of key funding agencies such as the National Science Foundation, National Institutes of Health, Health Resources and Services Administration, U.S. Department of Education, and the National Endowment for the Humanities is preferred.


  • Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
  • While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 20 pounds.
  • Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
  • Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
  • Constantly operates a computer and other office productivity machinery.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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