What are the responsibilities and job description for the Grants and Contracts Coordinator/Specialist - Coordinated Science Laboratory position at University of Illinois?

Grants and Contracts Coordinator / Specialist - Coordinated Science Laboratory

Coordinated Science Lab

Job Summary

Supports the pre- and post-award functions for eternally 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. 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. Specialist Duties and Responsibilities :

Provide support to faculty and principal investigators in the preparation and submission of routing proposals to various federal and non-federal sponsors. This includes reviewing and interpreting sponsor guidelines and regulation, as well as University policies and procedures for proposal submission and ensuring that all are met.
Assist faculty and principal investigators with the management of their funded research projects, programs and account, including the preparation of financial forecasts as necessary. Advise faculty on the financial aspects of hiring personnel and major spending decisions, such as large equipment purchases, as necessary. Assis with the management of personnel budgets and expenditures through review and approval of proposed appointments in the appointment application and redistribution 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 set up. Management, budgeting, billing, and close out activities, as necessary. Ensure that completed projects are closed in a timely manner and in accordance with the terms of the award.
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.
Serve as a liaison to Sponsored Program Administrations (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 projects accounts ae established in a timely manner in support of the research efforts.
Request and monitor anticipation accounts, subaward agreements, no-cost and other contract extension modifications as necessary.
Participate in campus research administration community through attendance at meetings and conference offered by the Office of Business and Financial Services (OBFS), SPA, and Sponsored Programs and Research Compliance (SPaRC), as well as those offered at the College level to enhance and improve research administration efforts.
Assist with department human resource functions by the review and approval of faculty and student appointments.
Assist principal investigators with the semi-annual expenditure confirmation process to obtain certifications in a timely manner.
Monitor principal investigator effort on sponsored projects for assigned faculty to ensure investigators meet their effort obligations on their respective awards. Assis 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 discussion with the faculty teaching, research. public service and cost sharing obligations are properly reflected and meeting the designated obligations.

Coordinator Duties and Responsibilities :

Coordinates large-scale sponsored research projects, along with the coordination and management of large, multi-scale, and multi-institute awards by providing support to faculty and principal investigators in the preparation and submission of routing proposals to various federal and non-federal sponsors. This includes reviewing and interpreting sponsor guidelines and regulations, as well as University policies and procedures for proposal submission and ensuring that all are met.

Management of personnel budgets and expenditures through review and approval of proposed appointments in the appointment application and redistributing appointments of principal investigators and research staff in response to changes in research efforts and Monitoring principal investigator efforts on sponsored projects for assigned faculty to ensure investigators meet their effort obligations on their respective awards.

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

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 and coordinated with principal investigators with the semi-annual expenditure confirmation process to obtain certifications in a timely manner. Request and monitor anticipation accounts, subaward agreements, no-cost and other contract extension modifications as necessary. Responsible for making funding approvals or denials within HR of faculty and student appointments.

Initiate and maintain relationships across the University business offices, Sponsored Programs, and outside academic institutions 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.

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

Specialty Factors (Specialist) :

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

One (1) year of professional work experience in business, finance, or related field

Preferred Qualifications

Illinois Certified Research Administrator

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 ream environment and actively contribute to the team's success

Specialty Factors (Coordinator) :

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. Experience with University business policies,procedures, and financial systems.

Preferred Qualifications

Illinois Certified Research Administrator

Knowledge, Skills and Abilities :

Ability / willingness to pursue certification via theUniversity of Illinois at Urbana Champaign-sponsored programs and researchadministration certification series

Requires a high level of concentration, extreme attention todetail, and the ability to prioritize a high level of requests and strongwritten and oral communication skills

Ability to interact with other units, sponsors, andcollaborators, making good interpersonal skills essential

Familiarity with, or ability to learn University corefinancial applications (Banner and HRFE, myProposals, myResearch, Portal,Fastlane, and grants.gov).

Ability to work independently

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 2 / 10 / 2025. The budgeted salary range for the position is $55,000 to $62,000. Salary is commensurate with experience.

For more information on Civil Service classifications, please visit the SUCSS web site at

Application Procedures & Deadline Information

Applications must be received by 6 : 00 pm (Central Time) on February 25, 2025. 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 will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Jennifer Drennan jldrenna@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

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, 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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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 : 1029068

Job Category : Professional and Administrative

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Salary : $55,000 - $62,000

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