Summary
Overview
Work History
Education
Skills
Certification
Awards
Timeline
Generic

Jomyra Pena

Summary

Dedicated and detail-oriented Research Administrator with over 9 years of experience in the college and university setting, specializing in pre-and post-award administration. Since 2021, I have worked closely with the Texas Sustainable Energy Research Institute (TSERI), managing all TSERI grants and fostering relationships with faculty, staff, and key stakeholders. I bring a comprehensive understanding of the operational needs and goals of academic research institutions, including compliance with sponsor guidelines and institutional policies. Seeking the position of Assistant Director at TSERI to apply my skills in grant management, stakeholder engagement, and operations management to contribute to TSERI’s mission of positioning San Antonio as a leader in the global energy economy.

Overview

14
14
years of professional experience
1
1
Certification

Work History

Research Administrator III

UTSA
05.2023 - Current
  • Collaborate with Principal Investigators (PIs) and departments to prepare competitive grant proposals, ensuring alignment with funding priorities and sponsor guidelines
  • Ensure applications meet agency and university guidelines, deadlines, and time tables, including management of the Just-In-Time process
  • Facilitate timely entry and routing of proposals for review and approval
  • Assist PIs in developing accurate budgets and budget justifications, including reviewing for inconsistencies
  • Review proposals for compliance with sponsor guidelines, confirming financial accuracy and proper application of overhead rates
  • Advise PIs on administrative requirements for proposal submissions
  • Coordinate and review proposal components such as biosketches and facilities & resources for consistency, accuracy, and completeness
  • Ensure proposals comply with sponsor guidelines on budget, format, font size, and page limits (excluding narrative content)
  • Monitor the routing process to ensure compliance with university procedures and obtain necessary institutional signatures
  • Provide guidance on budget development, ensuring compliance with institutional policies and sponsor regulations
  • Coordinate with internal departments to ensure timely submission of pre-award materials
  • Serve as the liaison between PI, external collaborators, OSP (Office of Sponsored Programs), Office of Contracts and Industrial Agreements, the Office of Compliance and Integrity, and Grant Development to streamline the grant application process
  • Work closely with PIs and external collaborators to ensure all technical and non-technical application forms and materials are accurately completed and submitted within deadlines
  • Manage complex proposals, often involving multiple investigators, intricate task budgets, option years, and/or multiple subawards
  • Coordinate and submit requests for no-cost extensions, carryover, rebudgeting, scope changes, and other award modifications, ensuring all submissions comply with sponsor guidelines and university policies
  • Apply federal and university rules to manage effort allocation for individuals compensated in whole or in part by federal awards
  • Assist in transferring awards out of the university and ensure proper closure of all funded projects following university processes and timelines
  • Monitor project budgets, ensure compliance with award terms, and manage requisition requests for project-related purchases, aligning expenditures with project goals
  • Collaborate in payroll certification processes, manage cost transfers, and authorize transactions requiring senior approval
  • Approve eForm requests for sponsored projects, ensuring compliance with institutional and sponsor policies
  • Work with PIs and departmental staff to prepare cost transfers, budget requests, and adjustments to ensure effective financial management of grants
  • Execute and authorize transactions requiring approval from the Post-Award Director or institutional officials
  • Provide financial analysis by generating complex projections and preparing Research Performance Progress Reports (RPPR) to ensure timely and accurate reporting to sponsors
  • Assist with the initiation and finalization of award setup, ensuring all necessary documentation and compliance requirements are met
  • Offer guidance on financial and administrative award compliance with institutional policies and sponsor regulations
  • Ensure adherence to federal, institutional, and sponsor policies throughout the life of the award, providing guidance to PIs and departments
  • Oversee sub-award monitoring activities to ensure that sub-recipients comply with the terms of their agreements and institutional policies
  • Verify the timely submission of all progress and final technical reports to the respective sponsors
  • Coordinate and lead kick-off meetings for new award set-ups with PIs to ensure clarity in expectations and deliverables
  • Initiate and execute budget transfers as required, ensuring alignment with project goals and sponsor requirements
  • Created Standard Operating Procedures (SOPs) for training purposes, ensuring new staff members were effectively onboarded and trained in department processes
  • Participated in interview committees, assisting in the hiring process by reviewing candidates, participating in interviews, and providing feedback on candidates’ suitability for roles
  • Facilitate monthly stakeholder meetings with the Engineering Service Center Specialist to ensure efficient project execution and alignment with institutional goals
  • Collaborated in project reviews and site visits by the Department of the Navy and the Office of Naval Research (ONR), presenting the project’s funding status, milestones, financial reporting, and projected budget
  • Assist the Grant Director with audits as needed, ensuring that all required documentation is available and compliant with sponsor and institutional standards
  • Contribute to staff engagement by participating in the Staff Engagement Committee as an event planner and organizer
  • Provide training and guidance to other staff members on pre- and post-award processes and compliance
  • Serve as a liaison between the PI, Sponsor, Pre-Award, and BSC to foster clear communication and ensure the smooth operation of funded projects

Service Center Specialist III

UTSA
06.2023 - 12.2023
  • Reconciled salary and expenses for ten departments, including overseeing 13 cost centers, which encompassed payroll and expenditures
  • Reviewed, analyzed, and processed various financial and payroll/personnel-related transactions into University software systems, including accounting (posting and reconciling), budget development and monitoring, purchasing, travel, records management, and project scheduling
  • Acted as a liaison between departments and internal/external customers, engaging with clients through phone, email, or face-to-face interactions to identify and support their transactional needs
  • Proactively addressed client needs by providing detailed reports and personalized responses, ensuring that all transactional requirements were met
  • Researched and evaluated information to address inquiries and resolve complaints on time, escalating unresolved issues to the appropriate resources when necessary
  • Effectively managed client expectations, providing consistent updates and maintaining records of client interactions, transactions, and actions taken
  • Collaborated with internal departments to resolve client issues, ensuring efficient communication and problem resolution
  • Developed and implemented an internal tracking system for requisitions monitoring, enhancing the efficiency of the process
  • Coordinated and managed departmental travel, ensuring compliance with funding guidelines and budgetary constraints
  • Supported event planning and logistical coordination for departmental meetings, conferences, and workshops
  • Worked closely with faculty and staff to ensure smooth execution of travel and event-related tasks, from initial planning to post-event follow-up
  • Coordinated and organized a new office structure, collaborating with facilities management to ensure ADA compliance while staying within budgetary guidelines
  • Played a key role in optimizing office space, contributing to a more efficient and accessible working environment for staff and faculty
  • Served as the IT distributor for the department, managing the issuance, troubleshooting, and maintenance of equipment
  • Ensured proper tracking and control of department-wide inventory, keeping accurate records of all equipment and supplies
  • Assisted with creating and implementing training manuals for internal controls and staff training, contributing to more streamlined and standardized department processes

Research Post-Award Administrator II

UTSA
01.2022 - 04.2023
  • Administered 60+ Federal, State, Local, and Private sponsored projects within the College of Engineering, spanning departments such as Biomedical Engineering, Chemical Engineering, Electrical and Computer Engineering, and Mechanical Engineering
  • Managed research initiatives in Excel Engineering Research & Education, the Institute of Regenerative Medicine, and the Texas Sustainable Energy Research Institute, overseeing a substantial portfolio of projects
  • Assisted PIs and departments in monitoring sponsored projects to ensure compliance with institutional policies and sponsor guidelines
  • Initiated budget and cost transfers to ensure the accurate and timely management of sponsored project finances
  • Maintained regular communication with the Director of Grants and Contracts and PIs to provide project updates and resolve any emerging issues
  • Supported PIs in completing Time and Effort certification processes per sponsor and institutional requirements
  • Acted as a liaison with funding agencies to facilitate project administration and resolve any issues
  • Assisted the Grant Director with audits and ensured adherence to fiscal guidelines, regulations, and standards when processing financial transactions
  • Managed the closeout process for sponsored projects, ensuring all requirements were met in compliance with institutional policies
  • Oversaw the administration of post-award activities, including monitoring and ensuring compliance with subrecipient agreements

Administrative Associate III

UTRGV
09.2019 - 05.2021
  • Managed Early Head Start-funded awards, ensuring compliance with grant requirements and budgets
  • Assisted with grant writing and proposal preparation, ensuring alignment with funding agency guidelines and budgetary constraints
  • Collaborated with the Office of Sponsored Programs and Administration (OSPAN) for post-award activities, promptly addressing daily grant management inquiries
  • Monitored project expenditures to prevent budget overruns, preparing detailed and accurate financial reports for stakeholders
  • Audited and reconciled financial transactions, investigating discrepancies and ensuring all documentation was maintained for compliance and auditing purposes
  • Prepared invoices, managed consultant contracts, and processed budget transactions, ensuring timely and accurate payment processing
  • Planned and maintained departmental assets, including managing inventory and overseeing capital equipment acquisitions
  • Coordinated daily administrative operations, supervised staff, and scheduled key activities to ensure efficient office management
  • Prepared and analyzed departmental budgets, ensuring adherence to financial guidelines and maintaining up-to-date procedure manuals and reports
  • Organized travel arrangements, planned events, and meetings, and assisted in managing budget carryover processes
  • Contributed to staff development initiatives, enhancing team skills and engagement, and regularly updated inventory reports to support resource management
  • Supervised graduate students, providing guidance and support for their research activities
  • Trained new hires, creating comprehensive manuals to ensure a smooth onboarding process and understanding of department protocols
  • Led staff development initiatives to enhance team skills and foster a positive working environment
  • Participated in interview committees, assisting in the hiring process by reviewing candidates, participating in interviews, and providing feedback on candidates’ suitability for roles
  • Cultivated strong relationships with vendors, external partners, and funding agencies to support grant management processes and ensure smooth communication
  • Regularly liaised with childhood education partners, addressing their needs and facilitating collaboration to enhance program success
  • Provided essential administrative support for academic programs, including tracking Early Childhood Cohort Master’s Program students to ensure academic progress and effective engagement
  • Worked closely with the Principal Investigator (PI) to prepare syllabi, ensuring that course materials met academic standards and program objectives
  • Played a pivotal role in coordinating and executing events for the department, including workshops, seminars, and conferences, from initial planning to on-the-ground logistics
  • Assisted in organizing recruitment efforts for departmental events, engaging both internal and external audiences to promote program goals and enhance participation
  • Supported departmental staff in travel coordination, purchasing, and logistical planning for conferences, meetings, and other events, ensuring seamless execution and adherence to budget

Administrative Associate III

UTRGV
04.2019 - 08.2019
  • Performed diverse clerical tasks requiring discretion and independent judgment, ensuring efficient office operations
  • Managed office inventory, ensuring the continuous availability of supplies and materials to meet departmental needs
  • Conducted data entry, updates, and deletions, maintaining accurate departmental records
  • Supervised record-keeping, filing, and sorting of departmental documents, ensuring proper organization and compliance
  • Prepared and organized departmental reports, effectively prioritizing tasks to meet deadlines and maintain workflow efficiency
  • Handled mail, routed correspondence/forms appropriately, and managed equipment distribution and record-keeping
  • Compiled and organized data for reports, surveys, and publications, ensuring accuracy and consistency in all deliverables
  • Maintained consistent and professional communication with vendors and childhood partners to ensure smooth operations and timely support
  • Represented the department at conferences and professional development events, enhancing industry knowledge and networking with partners and stakeholders
  • Trained and supervised staff, ensuring quality performance and efficient workflow through guidance and support
  • Created and implemented training materials and manuals for new hires to streamline the onboarding process and maintain departmental standards
  • Fostered staff development and collaboration, offering coaching, feedback, and support where necessary
  • Assumed senior clerical responsibilities during absences, including providing receptionist duties and addressing routine inquiries
  • Assisted as an advisor in tracking Early Childhood Cohort Master’s Program students, providing administrative support to ensure student progress and engagement
  • Supported the Principal Investigator (PI) with syllabus preparation, ensuring course materials were aligned with program objectives and deadlines
  • Assisted the PI with event coordination and planning, ensuring all aspects of departmental events were well-organized and executed
  • Coordinated travel, purchasing, and logistical support for a department of 30+ members, promoting smooth operations and adherence to policies
  • Played a key role in organizing, promoting, and recruiting for departmental events, ensuring full participation and engagement

Bank Teller & ATM Supervisor

Frost Bank
McAllen, USA
05.2011 - 11.2014
  • Delivered high-quality teller services while consistently meeting performance standards, ensuring accuracy and excellent customer service
  • Processed credit and debit transactions in compliance with established bank policies, ensuring adherence to security protocols and accuracy
  • Managed cash on hand and conducted daily settlement of teller cash, performing proof transactions and implementing effective risk management practices to minimize errors and prevent losses
  • Conducted various customer services, including processing change order requests, executing wire transfers, and handling negotiable instruments, ensuring client satisfaction
  • Verified endorsements and accurately counted currency, coins, and checks during deposit transactions to maintain accuracy and minimize discrepancies
  • Processed over 100 daily customer transactions with a 99% accuracy rate, resulting in exceptional customer satisfaction and repeat business
  • Supervised ATM operations, ensuring machines were stocked, properly functioning, and balanced at all times to provide uninterrupted service
  • Managed vault operations, ensuring accurate cash inventory and meticulous record-keeping in preparation for audits
  • Trained and mentored new tellers, ensuring adherence to procedures and helping them meet performance goals by providing guidance and hands-on support
  • Recognized twice as 'Employee of the Month' for delivering outstanding customer service and resolving customer inquiries promptly and effectively

Sales Manager & Customer Service Representative

David’s Bridal
McAllen, USA
12.2011 - 05.2012
  • Consistently exceeded daily credit card application goals, demonstrating strong sales abilities and a commitment to exceeding expectations
  • Built and maintained long-term customer relationships, using empathetic communication to understand client needs and consistently surpass sales targets
  • Provided personalized consultations to clients, helping them select the perfect products while ensuring an exceptional customer experience and high sales conversion rates
  • Acted as the sole bilingual Spanish/English customer service representative, expanding the company’s service reach and ensuring communication with a diverse customer base
  • Maintained a keen understanding of product offerings, trends, and customer preferences, assisting clients in making informed purchasing decisions
  • Collaborated effectively within a team, overseeing cashier duties, managing product inventory, and ensuring store cleanliness and organization, contributing to an optimal shopping experience
  • Managed daily operations under tight deadlines, ensuring the team was prepared for busy periods and handled customer requests and emergency call-outs promptly and efficiently
  • Generated and reconciled sales and inventory reports with 100% accuracy, utilizing Excel to consolidate and analyze data from multiple sources, contributing to accurate financial tracking
  • Supervised store operations, ensuring balanced transactions at the end of each shift, minimizing discrepancies and maintaining accountability
  • Trained and mentored new faculty and staff, fostering a positive work environment and helping new hires develop essential skills for success in sales and customer service
  • Developed training materials and provided hands-on instruction to ensure new team members were well-equipped to meet performance goals and deliver excellent customer service

Education

Master of Business Administration -

Robert C. Vackar College of Business and Entrepreneurship
12.2022

Bachelor of Applied Science - Organizational Leadership

South Texas College
12.2016

Associate of Arts - Interdisciplinary Studies

South Texas College
12.2016

Skills

  • Microsoft Office Suite
  • PeopleSoft
  • Banner
  • Cayuse
  • Google Workspace
  • Website Content Management Systems
  • WordPress
  • Wix
  • Graphic Design
  • Canva
  • Adobe Creative Suite
  • Photoshop
  • Illustrator
  • Video Conferencing
  • Zoom
  • Microsoft Teams
  • Google Meet
  • Social Media
  • Facebook
  • LinkedIn

Certification

  • Certificate in Human Resources Management, 2021
  • Certificate in Grant Development, 2020
  • SRA International Certificate, Research Administration Lifecycle Training, 2024
  • Leadership and Team Building in Higher Education Administration, 2022

Awards

  • The National Society of Leadership and Success
  • Certificate of Recognition 5 Years of UT System Service
  • KLESSE 2024 Staff Award for Team Work
  • Customer Service Excellence Award
  • Employee of the Month Award
  • Academic Excellence Award
  • Community Engagement Award

Timeline

Service Center Specialist III

UTSA
06.2023 - 12.2023

Research Administrator III

UTSA
05.2023 - Current

Research Post-Award Administrator II

UTSA
01.2022 - 04.2023

Administrative Associate III

UTRGV
09.2019 - 05.2021

Administrative Associate III

UTRGV
04.2019 - 08.2019

Sales Manager & Customer Service Representative

David’s Bridal
12.2011 - 05.2012

Bank Teller & ATM Supervisor

Frost Bank
05.2011 - 11.2014

Master of Business Administration -

Robert C. Vackar College of Business and Entrepreneurship

Bachelor of Applied Science - Organizational Leadership

South Texas College

Associate of Arts - Interdisciplinary Studies

South Texas College

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Jomyra Pena