Grants & Contracts Specialist - Baker School - UTK

About the role

The Howard H. Baker Jr. School of Public Policy and Public Affairs prepares students to become thoughtful and effective leaders in government, public service, and beyond. As the first and only school of its kind in Tennessee, the Baker School offers interdisciplinary programs that blend policy, politics, and hands-on learning experiences. Rooted in the legacy of Senator Howard H. Baker Jr., students gain real-world experience through research, internships, and engagement with issues at the local, national, and global level. Alongside a strong academic foundation, the Baker School emphasizes critical thinking, ethical leadership, and a commitment to public impact, equipping graduates to create meaningful changes in their communities and across the world.

Responsibilities

• Sponsored Projects Administration Pre-Award: Leads proposal development support from opportunity analysis and budget strategy through submission in CayuseReviews proposals for compliance with agency solicitation requirements, Uniform Guidance (2 CFR 200), university policy, and cost-sharing requirements. Assist faculty in preparing budget narratives, budget justifications, and supporting documents.
• Helps ensure personnel documentation is accurate and current for submission purposes.
• Post-Award: Works with principal investigators to develop hiring plans and spending plans consistent with approved award budgets, supporting effective grant administration and ensuring resources are deployed as proposed. Monitors sponsored project budgets, expenditures, cost-share commitments, subaward activity, and funding limitations for allowability. Performs monthly ledger reconciliation; Identifies compliance risks and implements corrective actions.
• Research Portfolio Analysis And Strategic Reporting: Leverages DASH and other university reporting systems to access and interpret sponsored project expenditure, budget utilization, and award performance data. Produces recurring and ad hoc financial reports for unit leadership, the Associate Dean of Research, and institutional stakeholders. Provides analysis and projections related to indirect cost recovery (F&A) and research appropriation activity; advises the Budget Director and Associate Dean on cost-share strategy and financial decisions tied to external funding. Contributes research activity data, analyses, and expert input to institutional discussions of research planning, proposal strategy, and portfolio sustainability. Compiles annual and ad hoc research activity reports for unit leadership, the Dean's office, and campus administrators; supports data visualization and narrative reporting on research portfolio performance. Serves as the unit's liaison with ORIED, DRA, UTRF, UT Foundation, OIRA, and the Global Research Office for complex problem resolution, policy interpretation, and strategic coordination.
• Contracts Coordination And Compliance: Reviews proposed contracts for compliance, allowability, and business terms. Drafts and reviews agreements using university standard contract forms. Coordinates execution through the UTK Contracts Office. Evaluates proposed services for necessity and appropriate contracting methods in accordance with university procurement guidelines. Advises on contracting approach based on regulatory and policy requirements. Manages the unit's contracts and sponsored projects shared inbox. Resolves complex inquiries requiring regulatory research, policy interpretation, or coordinated action across campus units. Ensures services have been satisfactorily performed prior to payment processing. Enforces contractual compliance and financial obligation standards throughout the agreement lifecycle.

Qualifications

• Education: Bachelor’s degree in a relevant field.
• Experience: Minimum of five years of progressively responsible experience in sponsored research administration, contracts, or a closely related field, including demonstrated experience independently interpreting and applying federal regulations.
• Knowledge, Skills, Abilities: Knowledge of sponsored projects administration, federal Uniform Guidance (2 CFR 200), Federal Acquisition Regulations, and agency-specific compliance requirements across federal, state, private, and non-profit funding sources. Knowledge of pre-award and post-award research administration processes, including proposal development, budget preparation, award management, effort certification, subaward administration, and closeout. Knowledge of indirect cost (F&A) structures and cost-share policy and their financial and strategic implications in a higher education environment. Skill in financial modeling and dashboard development for monitoring sponsored project expenditure, budget utilization, and portfolio performance. Skill in developing and delivering research administration training to diverse audiences, including faculty, staff, and unit leadership. Ability to independently analyze complex compliance and financial issues across multiple regulatory frameworks and develop effective solutions. Ability to interpret and apply federal, state, sponsor, and university policies to complex, non-routine sponsored projects and contract situations. Ability to manage a multi-award portfolio, prioritizing competing deadlines and regulatory requirements accurately and efficiently. Excellent written and verbal communication skills with the ability to work effectively with faculty, administrators, sponsors, and external research partners at all levels.

Preferred Qualifications

• Education: Master’s degree in relevant field.
• Experience: Five or more years of sponsored research administration experience in a university or research-intensive environment; experience supporting large or complex proposal development and post award administration; Certified Research Administrator (CRA) credential.
• Knowledge, Skills, Abilities: Knowledge of DASH, Cayuse, Agiloft, and other UT enterprise research administration and financial systems. Experience with large, complex, center-scale, or multi-institutional sponsored projects involving subawards, foreign partners, or industry collaborations. Experience in an academic or research-intensive environment with demonstrated expertise in research portfolio financial analysis. Certified Research Administrator (CRA) credential or active pursuit of same.