Project Administrator I

Job Title

Project Administrator I

Agency

Texas A&M University - Kingsville

Department

Grants & Contracts

Proposed Minimum Salary

Commensurate

Job Location

Kingsville, Texas

Job Type

Staff

Job Description

About Texas A&M University–Kingsville

Texas A&M University–Kingsville (TAMUK), the oldest institution of higher learning in South Texas and a proud member of the Texas A&M University System, stands as the region’s premier university. TAMUK offers the widest range of academic programs and degrees in South Texas, provides exceptional learning and residential facilities, conducts impactful research, awards substantial scholarships, and has awarded more than 80,000 degrees in the institution’s 100-year history. The university is recognized for its unwavering commitment to student success, meaningful research, and deep community engagement. With a welcoming campus culture and strong regional partnerships, TAMUK offers faculty and staff a unique opportunity to make a lasting difference in the lives of students and the broader South Texas region.

Location: The University is located in historic Kingsville, a friendly, safe city of 25,000 that is the home of the legendary King Ranch. Corpus Christi and its beaches are just 40 miles to the northeast, and the border with Mexico is 120 miles to the south at Brownsville or 119 miles to the west at Laredo.

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Position Overview

The Project Administrator I, under general supervision, coordinates routine administrative and financial details between The Texas A&M University System, researchers, sponsors and administrative offices with an emphasis on post-award administration of sponsored research projects. Establishes accounts in the A&M System accounting system. Reviews and interprets award terms and conditions, cost sharing requirements, award budget, sponsor regulations, deliverable requirements and System policies. Prepares award notices

Essential Duties and Responsibilities

Award Management & Compliance Administration

Serves as the primary point of contact for faculty, sponsors, and department administrators.

Coordinates routine administrative and financial activities with researchers, department heads, deans, and university staff with an emphasis on post-award administration.

Reviews award documents, terms, conditions, budgets, and project requirements to ensure projects are established correctly.

Consults with senior research administration staff and supervisors to interpret and communicate award documents, sponsor regulations, federal and state laws, system policies, and institutional rules.

Coordinates revisions and approvals with faculty and sponsors, including budget revisions, compliance matters, PI changes, time extensions, and supplemental funding requests.

Tracks project timelines, deliverables, reporting requirements, and award milestones, communicating potential issues to appropriate stakeholders.

Maintains accurate award files, correspondence, approvals, and supporting documentation for audits and reporting purposes.

Financial Management & Reporting

Prepares documentation and enters award terms and financial information into research administration and accounting systems.

Monitors expenditures against approved budgets and identifies discrepancies to support effective fund management.

Processes and reviews expenses, purchase orders, invoices, payroll allocations, cost transfers, and other project-related financial transactions.

Approves financial commitments for compliance with sponsor guidelines.

Provides financial guidance and data to researchers, departments, sponsors, auditors, and administrative offices.

Monitors cost-sharing commitments and indirect cost distributions.

Assists with the preparation and submission of financial and administrative reports to sponsors and internal departments.

Provides financial reporting and analysis to support project oversight and decision-making.

Project Closeout & Stakeholder Support

Serves as a resource to researchers and departmental staff by providing routine financial and regulatory guidance.

Coordinates with researchers, sponsors, and administrative offices to resolve project-related issues throughout the award lifecycle.

Initiates financial closeout of sponsored research projects in accordance with sponsor requirements.

Assists with award closeout activities, including expenditure reconciliation, resolution of outstanding transactions, and completion of required reports.

Ensures all closeout requirements are met and projects are finalized in compliance with sponsor and institutional guidelines.

Other Duties

The above represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

Qualifications

Required Education

Bachelor’s degree in an applicable field or equivalent combination of education and experience.

Preferred Qualifications

Once to two years of relevant experience in post-award administration, grants management, sponsored projects, or project administration.

Experience with budget monitoring, financial reconciliation, and expenditure tracking.

Experience Proficiency with Microsoft Excel, including spreadsheets, formulas, sorting, filtering, and basic data analysis.

Strong organizational, analytical, communication, and problem-solving skills.

Knowledge, Skills, and Abilities

Strong attention to details

Basic budget and financial management skills

Ability to interpret policies, procedures, and award requirements

Ability to manage multiple tasking projects and deadlines by manage multiple priorities simultaneously while maintaining strong attention to detail and focus.

Maintains organized workflows, priorities, and schedules while managing multiple tasks.

Strong written and verbal communication

Microsoft Excel or similar spreadsheet skills

Ability to maintain confidential and accurate records

Knowledge of word processing and spreadsheet applications

Problem-solving and analytical skills

Ability to work cooperatively with others as a team

Proofreading skills

Customer-service skills when working with principle investigators, departments, and sponsors

Willingness to learn institutional financial and project-management systems

Other Requirements

Other Requirements and Factors

This position is security sensitive

This position will require export-control authorization prior to starting employment.

This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules and procedures

All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements

Why Join the Javelina Nation?

Texas A&M University–Kingsville offers a supportive, mission-driven culture focused on excellence in teaching, research, and service. All employees enjoy:

A welcoming campus community

Opportunities for professional development

Competitive benefits through the Texas A&M University System

A rewarding experience of helping students achieve their academic and career goals

Shared Values: TAMUK employees uphold the Shared Values of Care, Integrity, Pride, Innovation, and Excellence, which form the foundation of the University’s culture and guide its strategic plan. More information on TAMUK’s Strategic Plan and Shared Values can be found here .

4DX : TAMUK employees actively engage in Franklin Covey’s 4 Disciplines of Execution (4DX) activities within their departments. TAMUK utilizes 4DX as the framework for pursuing strategic goals by creating a culture of high performance. This requires participation from all faculty and staff. More information on 4DX can be found here .

Caring Campus: TAMUK employees embody the Institute fo