Grants & Contracts Specialist / Grants & Contracts Coordinator
University of Illinois

Urbana, Illinois

This job has expired.


Grants & Contracts Specialist / Grants & Contracts Coordinator

Vet Medicine Administration

Job Summary
The Grants and Contracts Specialist with direction from the Associate Director for Grants & Contracts supports the pre- and post-award functions for externally funded sponsored research programs by assuming a role in the development and submission of proposals, and in the financial management of awards funded by federal and non-federal sponsors. The Specialist is responsible for maintaining familiarity with federal solicitations, changing federal regulations and guidelines, and University policy associated with research administration in order to support the effective management of research programs.

**This position may be eligible for a hybrid or remote work arrangement dependent with unit operational needs.**

The Grants and Contracts Coordinator provides pre- and post-award sponsored project support to faculty and other researchers in a number of units within the College of Veterinary Medicine. Responsible for various activities associated with the preparation and reviews of proposals, monitoring and reporting of awards, and interacting with various funding agencies and collaborating institutions as well as University faculty and staff in performing these activities. This position will utilize professional judgment and discretion to serve as the primary grants and contracts point of contact for units served by the GCSC.

Duties & Responsibilities - Grants & Contracts Specialist

Post-Award

• Assist faculty and principal investigators by providing guidance in the management of their funded research projects, programs, and accounts. Primary duties may include the preparation of financial forecasts as necessary, advising faculty on the financial aspects of hiring personnel and working with HR through the appointment process, and on occasion redistributing appointments of principal investigators and research staff in response to changes in research efforts.

• Serve as a liaison to SPA Award Management and assist with grant account setup, management, budgeting, billing, and close-out activities. Ensure that completed projects are closed in a timely manner and in accordance with the terms of the award.

• In partnership with the other grants team and faculty complete regular review of accounts to ensure integrity, accuracy and allowability of transactions in accordance with project budgets, agreement terms, and University, federal and sponsor guidelines. Take appropriate action to move unallowable or questionable charges to an appropriate funding source.

• Assist with department purchasing and payable functions by the review and pre-approval of purchasing transactions with possible compliance issues at the request of the Business Service Center (BSC) within the College, and to review and approve transactions on faculty grants and startup accounts in iBuy and Chrome River.

Pre-Award

• Provide support to faculty and principal investigators in the preparation and submission of proposals to various federal (primarily NIH and USDA) and multiple non-federal sponsors. This includes reviewing and interpreting sponsor guidelines and regulations, as well as University policies and procedures to ensure the timely submission of proposals according to Sponsored Programs Administration's (SPA) 4 business day guidance.

• Serve as liaison to Sponsored Program Administration (SPA) and assist them with requests related to proposal submission and award negotiations, as necessary. Follow up on pending agreements and ensure that awards are finalized and funded project accounts are established in a timely manner in support of the research efforts.

Other Duties

• Participate in campus research administration community through attendance at meetings and conferences offered by SPA and Sponsored Programs and Research Compliance (SPaRC), the Office of Business and Financial Services (OBFS), and those offered at the College level to enhance and improve research administration efforts.

• Assist principal investigators with the semi-annual expenditure confirmation process to obtain certifications in a timely manner.

• Annually assist with the maintenance of the Activity Reporting System (ARS) for assigned faculty. Update ARS as necessary and in accordance with the department's allocation policy and discussions with the faculty teaching, research, public service, and cost-sharing obligations are properly reflected and meeting the designated obligations.

• Other duties as assigned

Duties & Responsibilities - Grants & Contracts Coordinator

Post-Award

• Responsible for providing guidance and assistance to assigned faculty and principal investigators in the management of their funded research projects, programs, and accounts. Primary duties may include the preparation of financial forecasts as necessary, advising faculty on the financial aspects of hiring personnel and working with HR through the appointment process, and on occasion redistributing appointments of principal investigators and research staff in response to changes in research efforts.

• Lead grant account setup, management, budgeting, billing, and close-out activities in partnership with SPA Post-Award. Using independent judgment work with faculty to oversee the timely closeout of completed projects.

• In partnership with the faculty complete regular review of accounts to ensure integrity, accuracy and allowability of transactions in accordance with project budgets, agreement terms, and University, federal and sponsor guidelines. Utilizing knowledge and skills to take appropriate action to move unallowable or questionable charges to an appropriate funding source.

• Assist with department purchasing and payable functions by the review and pre-approval of purchasing transactions with possible compliance issues at the request of the Business Service Center (BSC) within the College, and to review and approve transactions on faculty grants and startup accounts in iBuy and Chrome River.

Pre-Award

• Advise faculty and principal investigators in the preparation and submission of proposals to various federal (primarily NIH and USDA) and multiple non-federal sponsors. This includes reviewing and interpreting sponsor guidelines and regulations, as well as University policies and procedures to ensure the timely submission of proposals according to Sponsored Programs Administration's (SPA) 4 business day guidance.

• Collaborate with Sponsored Program Administration (SPA) and assist them with requests related to proposal submission and award negotiations, as necessary. Follow up on pending agreements and ensure that awards are finalized, and funded project accounts are established in a timely manner in support of the research efforts.

Other Duties

• Participate in campus research administration community through attendance at meetings and conferences offered by SPA and Sponsored Programs and Research Compliance (SPaRC), the Office of Business and Financial Services (OBFS), and those offered at the College level to enhance and improve research
administration efforts.

• Complete departmental role and assist assigned principal investigators with the semi-annual expenditure confirmation process to obtain certifications in a timely manner.

• Responsible for maintaining the Activity Reporting System (ARS) for assigned faculty. Update ARS as necessary and in accordance with the department's allocation policy and discussions with the faculty so teaching, research, public service, and cost-sharing obligations are properly reflected and meet the designated obligations.

• Other duties as assigned

Required Qualifications - Grants & Contracts Specialist

• Bachelor's degree in business administration, accounting, finance, economics, or a field
related to the position

• Two (2) years of professional work experience in business, finance, or related field

Required Qualifications - Grants & Contracts Coordinator

• Bachelor's degree in business administration, accounting, finance, economics, or a field related to the position

• Three (3) years of progressive work experience in research administration

Preferred Qualifications

• Background in sponsored research administration

• Illinois Certified Research Administrator

• University of Illinois experience in grants and contracts administration

• Master's degree in accounting, finance, business administration, or a related field

Knowledge, Skills, and Abilities:

• Ability to organize and manage diverse activities in a time-sensitive environment

• Excellent communication and customer service skills

• Strong background in accounting principles and business practices

• Ability to thrive in a team environment and actively contribute to the team's success

• Demonstrated ability to perform all major duties and responsibilities with minimal supervisory oversight

• Strong background in sponsored research administration for pre and post-award activities

• Knowledge of University guidelines and procedures for general accounting, proposal processing, and grant administration

• Comprehensive understanding of University, College, and Department organization objectives and goals

• Familiarity with personnel administration policies and procedures

• Ability to prepare and deliver presentations to colleagues and faculty members to enhance research administration efforts for all stakeholders

• Ability to independently interpret policy and make informed decisions related to research administration

Appointment Information
This is a 100% full-time Civil Service 5040 - Grants and Contracts Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after 1/30/2023. Salary is commensurate with experience.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on February 06, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. For further information about this specific position, please contact Weslee Walton at wwalton2@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .

Requisition ID: 1014202
Job Category: Administrative
Apply at: https://jobs.illinois.edu


This job has expired.

Get Hired Faster

Subscribe to job alerts and upload your resume!

*By registering with our site, you agree to our
Terms and Privacy Policy.

More Education and Training jobs


Augusta University
Augusta, Georgia
$0.00 - $100.00 per hour
Posted 32 minutes ago
Augusta University
Augusta, Georgia
$0.00 - $100.00 per hour
Posted 32 minutes ago
Walla Walla Community College
Walla Walla, Washington
$0.00 - $100.00 per hour
Posted 32 minutes ago
View Education and Training jobs »