Research Project Budget & Contract Administration Assistant

APPLICATION INSTRUCTIONS:

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• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

• If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

JOB DESCRIPTION AND POSITION REQUIREMENTS

The Piazza Center is seeking a detail-oriented and highly organized Research Project Budget & Contract Administration Assistant to support the Center’s contract, billing, and financial administration processes.

Working closely with the Executive Director and Research Project Manager, this position will support the financial and administrative operations of the Center and its research projects. Responsibilities include tracking expenditures and revenue, maintaining the sales and contract pipeline, coordinating contract processing and signatures, facilitating invoicing and accounts receivable processes, and processing subcontractor and contributor payments. This role will help ensure contracts, payments, and project finances are managed accurately, efficiently, and on schedule.

The position will also support payments to consultants, subcontractors, and other project contributors and maintain accurate documentation to ensure financial and contractual activities are completed accurately and on schedule.

Key Responsibilities

• Maintain the Center’s sales, contract, billing, and payment pipeline.

• Coordinate contract preparation, signatures, processing, and required documentation.

• Process invoice requests and assist with billing and payment follow-up through Penn State fiscal offices and external systems, including completion of required documentation and procedures.

• Track project revenue, expenditures, receivables, and consultant/subcontractor payments.

• Maintain accurate financial, contract, invoice, and payment records.

• Monitor deadlines and follow up on outstanding contracts, invoices, and payments.

• Provide regular budget, contract, and pipeline updates to the Executive Director and Research Project Manager.

• Assist with financial audits, reconciliation, reporting, and coordination with university financial and procurement offices.

Preferred Skills and Qualifications

• Knowledge of Penn State fiscal processes and systems, including SIMBA and related fiscal tools, purchasing and procurement, invoicing, vendor management, and Accounts Receivable procedures.

• Experience working in a university, research, nonprofit, or similarly complex administrative environment.

• Strong organizational skills and exceptional attention to detail.

• Ability to manage multiple contracts, invoices, deadlines, and financial transactions simultaneously.

• Experience with financial administration, contract processing, invoicing, accounts receivable, or related administrative functions.

• Strong written and verbal communication skills and the ability to communicate professionally with consultants and university partners.

• Proficiency with spreadsheets and electronic recordkeeping systems.

• Ability to work independently, maintain confidential information, and proactively follow up on outstanding items.

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.

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