Research Administrator

Research Administrator

The Research Administrator provides comprehensive pre-award and post-award support for research portfolios within the School of Behavioral and Brain Sciences (BBS). This newly established position was created to formalize and strengthen research administration through a Grant Core model that embeds dedicated research support directly within academic departments. Under this model, each department is supported by a full-time Research Administrator who reports directly to the Department Head and maintains a dotted-line relationship with the Sr. Director of Finance and Administration. This transition from a centrally managed structure to a department-based approach enables more specialized, responsive, and strategic support tailored to the unique needs of each department's research portfolio. The Research Administrator ensures compliance with University policies, sponsor guidelines, and federal regulations, including OMB2CFR200 (Uniform Guidance), while providing support throughout the full lifecycle of sponsored projects—from proposal development and submission through award management and closeout. Through coordinated training, compliance oversight, quality assurance, and process improvement, the position advances the School's research mission by promoting consistency, operational excellence, and high-quality service across all departments.

Minimum Education and Experience - Bachelor's degree in related field. Three (3) years relevant professional experience in research administration in a University research setting; or any equivalent combination of education and experience.

Preferred Education and Experience - Experience in higher education research administration and familiarity with PeopleSoft or comparable ERP systems. Knowledge of NIH policies and Uniform Guidance; active CFRA/CRA credential preferred. Strong analytical, organizational, and communication skills with demonstrated ability to collaborate across administrative units.

Other Qualifications - To the extent this position requires the holder to research, work on, or have access to critical infrastructure as defined in Section 117.001(2) of the Texas Business and Commerce Code, the ability to maintain the security or integrity of the critical infrastructure is a minimum qualification to be hired and to continue to be employed in the position.

Essential Duties and Responsibilities:

• Pre-Award Support: Assist faculty (PIs) with proposal preparation and internal routing processes. Assist faculty (PIs) with proposal budgets and justifications; prepare and maintain a library of biosketches and current & pending documents. Track proposal submissions and maintain database for use by School Leadership. Oversee and align proposed PI effort to ensure allowability under sponsor and university guidelines. Manage proposal timelines and ensure timely submission of all components.
• Post-Award Support: Support award setup and budget alignment. Ensure allowability, allocability, consistency, and reasonableness of expenditures; process cost transfers and maintain documentation. Provide effort reporting assistance and manage/verify effort certifications. Assist with posting and hiring of research support staff and student workers. Coordinate, monitor, and track subawards, including initiating purchase orders and reviewing invoices. With support from the Office of Post Award Management (OPM), provide day-to-day guidance to investigators and staff; ensure closeout readiness. Ensure expenditures align with the awarded scope of work, sponsor regulations, and University policies. Maintain documentation per terms & conditions and record retention requirements. Conduct regular budget reviews to prevent overspending and manage budget realignments; provide burn-rates. Assist with tracking and submission of interim and final reports (financial and technical). Process and monitor project expenditures; support budgetary forecasting. Perform monthly review and reconciliation of transactions posted to research cost centers; correct errors within allowable periods. Meet monthly with faculty and cost center managers to review current spending and projected expenses to avoid over- or under-spending. Provide regular updates to the Manager of Research Administration at the School of Behavioral and Brain Sciences. Support requests such as budget revisions and no-cost extensions.
• Communication & Collaboration: Serve as liaison between PIs and the Office of Sponsored Projects, Office of Post Award Management, and other university units (e.g., Procurement, HR, Budget Office). Coordinate with the Grants & Contracts Manager for training, compliance oversight, and quality control. Provide guidance/mentorship to other grant and contract administrators as needed. Work seamlessly with Post-Award team members to provide excellent service to PIs and departments.
• Regulatory Knowledge & Professional Development: Stay current with University, State, and Federal purchasing and financial regulations; communicate requirements to stakeholders. Assist PIs with compliance requirements related to human subjects and animal care (IRB/IACUC) in coordination with relevant offices. Participate in specialized training and professional development related to sponsored programs; maintain required competencies. Maintain and update departmental SOPs in consultation with unit leadership to align with University policies and procedures.

Essential Knowledge, Skills & Abilities: Excellent verbal and written communication skills. Excellent customer service skills. Detail oriented with the ability to multi-task, prioritize, and complete tasks within deadlines. Ability to exercise initiative and judgment over non-routine administrative tasks. Ability to work both independently and cooperatively with others. Above average proficiency in MS Office Suite (Outlook, Excel, Word, PowerPoint) is a must.

Physical Demands and Working Conditions: Physical Activities Working Conditions

Additional Information - Remote Work Notice: After the probationary period, this role may be eligible for a hybrid (partly remote/partly in office) work schedule, subject to business need and manager approval. Must be located within the DFW Area and have the ability to be on campus with 24 hours of notice. A UT Dallas Remote Work Agreement will be required within 14 days after approval.

What We Can Offer: UT Dallas is an Equal Opportunity Employer with an employee-friendly and supportive work environment. Our comprehensive compensation and benefits package that is effective as of your hire date includes: Competitive Salary Tuition Benefits BCBS PPO Medical Insurance Options – including 100% paid employee medical coverage for full-time employees AD&D Insurance Dental & Vision Plan Options Long and short-term disability TSP Retirement Plan Fertility Benefits Paid time off All UT Dallas employees have access to various professional development opportunities, including a membership to Academic Impressions, LinkedIn Learning, and UT Dallas Bright Leaders Program. Visit for more information.

Special Instructions Summary: Important Message - 1) All employees serve as a representative of the University and are expected to display respect, civility, professional courtesy, consideration of others and discretion in all interactions with members of the UT Dallas community and the general public. 2) The University of Texas at Dallas is committed to providing an educational, living, and working environment that is welcoming, respectful, and inclusive of all members of the university community. UT Dallas does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, national origin, disability, genetic information, or veteran status in its services, programs, activities, employment, and education, including in admission and enrollment. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. To request reasonable accommodation in the employment application and interview process, contact the ADA Coordinator. For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents:

1. Resume
2. Cover Letter/Letter of Application

Optional Documents:

1. Veteran Employment Preference - Form DD-214