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Award Setup Specialist (S01598P)

University of Texas at Arlington – Arlington, TX

Position Information

Posting Number S01598P
Position Title Award Setup Specialist (S01598P)
Department Research Admininistration
Location Arlington
Job Family Research
Position Status Full-time
Work Hours Standard
Work Schedule

Monday-Friday; 8:00am-5:00pm.

Open to External and Internal
Salary Salary is commensurate based on qualifications and relevant experience
Duration Funding expected to continue
Pay Basis Monthly
Benefits Eligible Yes
Job Summary

This position will be responsible for award receipt and review, review of related proposal documents, and input of required information into UTShare to establish sponsored program award and contract funding. Includes review and processing of award documents for data entry and award setup in the university PeopleSoft (Oracle) accounting system (UT Share). Under general supervision, perform extramural support application and award administrative duties for UT Share.

Understands compliance with University, State, Federal and other sponsoring agency regulations and certifications for sponsored projects. Review and interpret award document terms and conditions with Federal, State and University fiscal and administrative policies as necessary to execute award setup and related business processes. Determine appropriate fiscal and management data elements from award documents requiring on-line entry into financial and information systems that establish financial accounts and internal control mechanisms for billing. Establishes chartfield string, finalizes budgets in UT Share, and generates the award. Create official award acceptance documents and distribute them.

Essential Duties and Responsibilities

Setup and prepare Federal, State, Industrial, Nonprofit and other sponsored projects in order to establish spending authority in the accounting system.

Review individual grant and contract documents to ensure that information necessary is available to properly setup projects in the university accounting system (UT Share). Cross coordinate any issues or business processes for invoicing and billing as necessary for the Office of Grant & Contract Services and Grant Accounting to setup or amend awards in the system. Closely review billing instructions, award instrument type and reporting requirements of the award for proper entry in UT Share. Evaluate each award documents fiscal and administrative terms to determine whether it should be considered a new award requiring a segregated account, or if the award action is a modification to an existing project. Review proposal budget to award document to setup appropriate budget categories into the accounting system based on University policies and procedures. Enter University matching requirements and cost share budget of project personnel and/or third party providers in order to properly enter the related data in the university accounting system. Provide notification of chartfield strings and budget spending authority to Deans, Directors, Department Chairs, Principal Investigators, and divisional and departmental business representatives, which is the necessary authorization for them to appoint project personnel and encumber and/or incur costs.
Inform Principal Investigators and other administrative and departmental staff in the review of award documents any unique scientific, administrative, accounting, or financial terms and conditions. Coordinate any safeguards or special setup requirements with other offices as appropriate.

Other duties as assigned.

REPORTS TO: Work is performed under the close direction of the Director of the Office of Grant and Contract Services (OGCS) in close coordination with the staff of OGCS Pre-Award, OGCS-Post Award and Grant Accounting. Desired results are clearly defined; work methods are prescribed according to departmental procedures. Although supervision is available, the incumbent is expected to resolve work problems as they arise, referring to the Director only those situations which involve interpretation of policy or establishment of new procedures. Completed work is reviewed for technical quality, completeness, and soundness of conclusions or recommendations.


Required Qualifications

Bachelors degree in accounting, finance, or information systems or a related field.

Preferred Qualifications

One (1) year of experience in the preparation of research grants and contracts. Knowledge of University, State, Federal and Nonfederal Agency fiscal and administrative rules, regulations and procedures.
Knowledge of accounting practices and principles.

Excellent written and oral communication techniques.
Knowledge of UT Arlington and UT System policies for soliciting and administering extramural support.
Knowledge of electronic research administration forms, procedures, and submission through electronic interfaces (e.g. PeopleSoft).
Knowledge of Office of Management and Budget Circulars; funding agency terms and conditions; University Policy and Procedure Papers; Regent Resolutions; State Regulations; Federal Acquisition Regulations (FAR) and agency interpretations; Code of Federal Regulations; and Research Terms and Conditions.
Ability to establish and maintain effective working relationships. Excellent organizational and time management skills.
Knowledge of negotiation principals.
Knowledgeable in the operation of computer equipment and associated software. Knowledge of specialized reporting systems.

Working Conditions

Environmental Demands:
May work around standard office conditions

Physical Tasks:
Repetitive use of a keyboard at a workstation Use of manual dexterity

Special Conditions for Eligibility
EEO Statement

UTA is an Equal Opportunity/Affirmative Action institution. Minorities, women, veterans and persons with disabilities are encouraged to apply. Additionally, the University prohibits discrimination in employment on the basis of sexual orientation. A criminal background check will be conducted on finalists. The UTA is a tobacco free campus.

Posting Detail Information

Number of Vacancies 1
Desired Start Date
Open Date
Review Start Date
Open Until Filled
Special Instructions to Applicants

Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.

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