Proposal And Award Generalist (Research Administrative Assistant/Specialist)

Penn State University

University Park Campus
Date Announced:
Date Closing:
open until filled
Job Number:
Level/Salary Band:
  • 01 – G – Non-exempt
  • 02 – H – Non-exempt
Work Unit:
College of Agricultural Sciences
Plant Science
Full/Part Time:


The College of Agricultural Sciences, Department of Plant Sciences is seeking to hire an energetic research administrator during a time of exciting change, growth and innovation within the department. The candidate will be an integral part of this vibrant team’s goal to become a model of “best-in-class” and must be able to embrace and participate in change processes, and be dedicated to continual learning and improvement. This position provides primarily research administration grant and contract support within the Department structure and reports to the Administrative Support Coordinator. This position will perform work activities in a large volume, fast paced, complex, detailed environment that requires multi-tasking expertise, managing conflicting priorities, timely work production, and the ability to solve complex problems. The selected individual’s job responsibilities will include, but are not limited to, assisting faculty with pre-and post-award grant and contract administration services; determining project expenditure compliance with guidelines. Work with faculty to calculate, process and reconcile/verify matching funds on grants. Responsible for reporting accurate and expeditious award expenses. This position may serve as a liaison with sponsors and other University offices on behalf of faculty and staff. The successful candidate will also assist with tasks such as budget revisions, no-cost extensions, and other research administration functions. This position will assist faculty with prior approval requirements for changing aspects of a fund; review award terms and conditions; prepare and maintain budgetary records and financial files of sponsored projects and assist in the completion of all closeout procedures as necessary for timely financial close-out of sponsored projects; assist with the preparation of financial reports and specialized invoices for sponsored projects; serve as liaison between the College Office of Grants and Contracts staff, project administrative unit staff, and Office of Sponsored Programs. This position involves assisting faculty with creating proposal subsections including budgets and non-technical components of applications. The successful candidate will also review, interpret, and provide guidance to faculty and staff based on sponsor solicitations, regulations and law, particularly the federal uniform guidance. This position will also provide assistance with all financial aspects of the department to offer guidance to the Unit Leader, Administrative Support Coordinator, faculty and staff and the Office of Administrative Services; monitor fund balances to include line item balances and overall balances, develop, compile, analyze and incorporate financial data into a variety of reports on activity and balances. Monitor end dates of projects/funds and assist with financially closing funds. Assist faculty or others in the submission of final technical and other reports. Work with faculty to assign budget and fund numbers to fixed-term, graduate assistant and postdoctoral scholars salaries. Process journal vouchers and payroll transfers as required. Process, review and advise on cost justifications for budgets to manage resources and maintain financial compliance. Oversee and assist with cash management to include deposits, reconciliation of accounts and controls over cash and credit card processing and distribution. This job will be filled as a level 1, or level 2, depending upon the successful candidate's competencies, education, and experience. Typically requires a High School diploma or higher plus three years of related experience, or an equivalent combination of education and experience for a level 1. Additional experience and/or education and competencies are required for higher level jobs. Experience with managing email, electronic research administration programs such as IBIS, FIT, Excel, Word, SIMS Budgets, and sponsor specific submission systems is preferred. This position requires excellent written and verbal communication skills and familiarity with a broad spectrum of granting agencies, foundations and industry sponsors. Qualifying for and maintenance of delegated signature authority is vital to this position. Successful graduation of the ACES program preferred. Review of applications will begin immediately and continue until a suitable candidate is identified.

These salary bands have been established to provide salary guidelines for staff positions.

Salary Band Minimum Midpoint Maximum
A $16,584 $24,456 $32,328
B $18,240 $26,904 $35,556
C $19,728 $29,592 $39,456
D $21,708 $32,568 $43,416
E $24,312 $36,468 $48,612
F $27,228 $40,848 $54,456
G $30,012 $45,744 $61,500
H $34,188 $52,140 $70,080
I $38,988 $59,424 $79,908
J $43,716 $67,740 $91,812
K $50,712 $78,600 $106,488
L $58,836 $91,176 $123,528
M $68,232 $105,756 $143,292
N $80,508 $124,788 $169,068
O $93,492 $147,252 $201,024
P $110,340 $173,760 $237,192
Q $126,396 $199,056 $271,728
R $151,668 $238,872 $326,088