Grants and Contracts Specialist; Grants and Contracts Coordinator; or Senior Grants and Contracts Coordinator

Overview

Job Summary
Facilitate the accomplishment of sponsored research goals within the School of Information Sciences, through pre-award and post-award research grant and contract administration. With direction of the Assistant Director of Research Administration, responsible for assisting in pre- and post-award administrative functions related to sponsored projects. Coordinate with principal investigators (PIs) and provide assistance in creating budgets for assigned grant submissions and spending plans for assigned funded project accounts.

Grants and Contracts Specialist: With direction of the Assistant Director of Research Administration, responsible for assisting in pre- and post-award administrative functions related to sponsored projects. Coordinate with principal investigators (PIs) and provide assistance in creating budgets for assigned grant submissions and spending plans for assigned funded project accounts. 

Grants and Contracts Coordinator: Independently perform pre- and post-award administrative functions related to sponsored projects. Independently manage a portfolio of principal investigators (PIs) and provide assistance in creating budgets for assigned grant submissions and spending plans for assigned funded project accounts.

Senior Grants and Contracts Coordinator: Provide pre- and post-award sponsored project support to faculty and staff. Responsible for various activities associated with the preparation and review of complex proposals, managing the sponsored research awards, interacting with various funding agencies and university personnel on these activities. Utilize professional judgement and discretion to independently manage a portfolio of principal investigators (PIs), provide expert guidance on, budgets for grant submissions and spending plans for assigned funded project accounts. Assist with training and mentoring faculty and staff in the area of sponsored programs.

Major Duties and Responsibilities – Grants and Contracts Specialist:

Sponsored Project Administration (Post-Award):

• Assist faculty and principal investigators (PIs) with the management of assigned research projects and accounts throughout the whole life cycle of the award, with a focus on post-award activities.

• Support faculty during the pre-and post-award process for assigned externally-funded research projects, conduct the budgeting and accounting activities in accordance with generally accepted accounting principles and the policies and procedures of the unit and the University of Illinois as well as compliance with sponsoring agencies’ rules and regulations.
• Work closely with the iSchool business and human resources offices to assist faculty and administer various post-award activities associated with purchases, faculty/staff reimbursements, charges on sponsored research projects, manage chart of accounts in HR tool, process labor redistributions, PI summer salary and course buyouts.
• Monitor and reconcile grant expenses for appropriateness, integrity, and accuracy of all financial transactions. Recommend alternate sources of funding or propose other solutions to the requestor as needed.
• Review and approve the use of grant funds for employee appointment requests for individuals, P-card, iBuy orders, travel reimbursements, and invoice vouchers in Banner related to research funds for allowability on the project and compliance with OBFS policy.
• Prepare, review and reconcile monthly grant accounting reports for researchers and management. Ensure the accuracy of various types of expenditures and procurement procedures for all grant funding.
• Complete sponsored project closeout reviews and work with the Sponsored Program Administration Office to close completed project accounts in a timely manner for assigned projects.
• On assigned projects, work closely with project managers to coordinate and compile necessary project report documents.
  Advise Principal Investigators regarding grant extensions and budget revisions on assigned projects.
• Conduct analysis of faculty effort in accordance with regulatory compliance guidelines.
• Collaborate with interdisciplinary researchers on campus as well as with other educational institutions, government agencies, and private organizations during both the application and award execution process.
• Maintain professional relationships with departmental and central campus offices to facilitate effective and efficient business processes. Monitor the administration of sub award agreements and payment processing on assigned research projects.

Sponsored Project Administration (Pre- Award):

• Serve as resource to faculty and principal investigators in the preparation and submission of proposals to various sponsors. This includes reviewing University policies and procedures and sponsor guidelines for submission and ensuring all requirements are met assisting faculty and PIs with the preparation of complex project budgets, budget justifications, subcontracts, and other required supporting documentation.
• Prepare and review information required for research proposals, including preparation of budgets and assistance in the preparation of proposal documentation following agency requirements. Work with the Office of Sponsored Programs to submit proposals, track research proposal information, and assist in grant/contract negotiations.
• Utilize various federally managed electronic research administration systems, such as research.gov, Grants.gov, NSPRIES,ASSIST, etc. and private research sponsors administration systems.

Other Research Services Support:

• For assigned projects, process various transfers at the request of the PI, including labor redistributions and journal vouchers.
  Assist in maintaining various standard and ad hoc spreadsheets and financial reports to manage sponsored research project funds for school administration, faculty, and PIs.
• Work with faculty to ensure all reporting activities are completed according to sponsor guidelines. Manage the iSchool PIs' research ICR accounts track expenses and current balances.
• Prepare travel arrangements for iSchool employees and visitors. Provide advice and action plans on use of research funding according to federal agency or other sponsored terms and regulations.
• Follow up on pending agreements and work with SPA to ensure they are finalized and funded, and project accounts are established in a timely manner. Request and monitor anticipation accounts, sub award agreements, no-cost and other contract extensions as necessary.
• Attend campus meetings (i.e.,SPaRC'Ed) and outside conferences (i.e., National Council of Research Administrators) as needed.
  Participate in continuing education opportunities to obtain or retain relevant certifications and remain current on changing campus and sponsor policy guidelines.

Assume additional, appropriate duties to further the mission of the iSchool

Major Duties and Responsibilities – Grants and Contracts Coordinator:

Sponsored Project Administration (Post-Award):

• Assist faculty and principal investigators (PIs) with the management of their research projects and accounts throughout the whole life cycle of the award, with a focus on post-award activities.
• Counsel faculty during the pre-and post-award process for externally-funded research projects, conduct the budgeting and accounting activities in accordance with generally accepted accounting principles and the policies and procedures of the unit and the University of Illinois as well as compliance with sponsoring agencies’ rules and regulations.
• Work closely with the iSchool business and human resources offices to assist faculty and administer various post-award activities associated with purchases, faculty/staff reimbursements, charges on sponsored research projects, manage chart of accounts in HR tool, process labor redistributions, PI summer salary and course buyouts.
• Monitor and reconcile grant expenses for appropriateness, integrity, and accuracy of all financial transactions. Recommend alternate sources of funding, or propose other solutions to the requestor as needed
• Review and approve the use of grant funds for employee appointment requests for individuals, P-card, iBuy orders, travel reimbursements, and invoice vouchers in Banner related to research funds for allowability on the project and compliance with OBFS policy.
• Prepare, review and reconcile monthly grant accounting reports for researchers and management. Ensure the accuracy of various types of expenditures and procurement procedures for all grant funding using professional accountancy knowledge.
• Complete sponsored project closeout reviews and work with the Sponsored Program Administration Office to close completed project accounts in a timely manner.
• Oversee the semi-annual principal investigator expenditure confirmation process. Serve as liaison to post award Sponsored Programs Administration office.
• Work closely with project managers to coordinate and compile necessary project report documents for specific sponsors Advise Principal Investigators regarding grant extensions and budget revisions
• Conduct analysis of faculty effort in accordance with regulatory compliance guidelines.
• Collaborate with inter-disciplinary researchers on campus as well as with other educational institutions, government agencies, and private organizations during both the application and award execution process.
• Maintain professional relationships with departmental and central campus offices to facilitate effective and efficient business processes. Monitor the administration of sub award agreements and payment processing on research projects

Sponsored Project Administration (Pre- Award):

• Serve as resource to faculty and principal investigators in the preparation and submission of proposals to various sponsors. This includes reviewing University policies and procedures and sponsor guidelines for submission and ensuring all requirements are met assisting faculty and PIs with the preparation of complex project budgets, budget justifications, subcontracts and other required supporting documentation.
• Prepare and review information required for research proposals, including preparation of budgets and assistance in the preparation of proposal documentation following agency requirements. Work with the Office of Sponsored Programs to submit proposals, track research proposal information and assist in grant/contract negotiations.
• Work with various federally managed electronic research administration systems, such as research.gov, Grants.gov, NSPRIES, ASSIST, etc. As well as private research sponsors.

Other Research Services Support:

• Process various transfers at the request of the PI, including labor redistributions and journal vouchers.
  Design and maintain various standard and ad hoc spreadsheets and financial reports to manage sponsored research project funds for school administration, faculty, and PIs.
• Work with faculty to ensure all reporting activities are completed according to sponsor guidelines. Manage the iSchool PIs' research ICR accounts track expenses and current balances.
• Prepare travel arrangements for iSchool employees and visitors. Provide advice and action plans on use of research funding according to federal agency or other sponsored terms and regulations.
• Participate in strategy discussions with Assistant Director of Research Administration and the Associate Dean for Research.
  Assess ongoing and completed proposals to improve future efficiencies, including formulating and recommending changes to proposal procedures Follow up on pending agreements and work with SPA to ensure they are finalized and funded, and project accounts are established in a timely manner. Request and monitor anticipation accounts, sub award agreements, no-cost and other contract extensions as necessary.
• Assist with the preparation of materials for audit purposes and in response to audit findings.
• Attend campus meetings (i.e.,SPaRC'Ed) and outside conferences (i.e., National Council of Research Administrators) as needed.
  Participate in continuing education opportunities to obtain or retain relevant certifications and remain current on changing campus and sponsor policy guidelines.
• Assist with the development, documentation, and implementation of new and/or revised procedures.
• Research and analyze information and data. Take independent action and exercise individual authority based upon level of knowledge and professional experience

Assume additional, appropriate duties to further the mission of the iSchool

Major Duties and Responsibilities – Senior Grants and Contracts Coordinator:

Sponsored Project Administration (Post-Award)

• Work closely with faculty and principal investigators (PIs) for the management of their research projects and accounts throughout the whole life cycle of the award, with a focus on post-award activities.
• Counsel faculty during the pre-and post-award process for externally-funded research projects, conduct the budgeting and accounting activities in accordance with generally accepted accounting principles and the policies and procedures of the unit and the University of Illinois as well as compliance with sponsoring agencies’ rules and regulations.
• Work closely with the iSchool business and human resources offices to assist faculty and administer various post-award activities associated with purchases, faculty/staff reimbursements, charges on sponsored research projects, manage chart of accounts in HR tool, process labor redistributions, PI summer salary and course buyouts.
• Monitor and reconcile grant expenses for appropriateness, integrity, and accuracy of all financial transactions. Recommend alternate sources of funding or propose other solutions to the requestor as needed.
• Review and approve the use of grant funds for employee appointment requests for individuals, P-card, iBuy orders, travel reimbursements, and invoice vouchers in Banner related to research funds for allowability on the project and compliance with OBFS policy.
• Prepare, review and reconcile monthly grant accounting reports for researchers and management. Ensure the accuracy of various types of expenditures and procurement procedures for all grant funding using professional accountancy knowledge.
• Complete sponsored project closeout reviews and work with the Sponsored Program Administration Office to close completed project accounts in a timely manner.
• Oversee the semi-annual principal investigator expenditure confirmation process. Serve as liaison to post award Sponsored Programs Administration office.
• Work closely with project managers to coordinate and compile necessary project report documents for specific sponsors Advise Principal Investigators regarding grant extensions and budget revisions.
• Conduct analysis of faculty effort in accordance with regulatory compliance guidelines.
• Collaborate with inter-disciplinary researchers on campus as well as with other educational institutions, government agencies, and private organizations during both the application and award execution process.
• Maintain professional relationships with departmental and central campus offices to facilitate effective and efficient business processes. Monitor the administration of sub award agreements and payment processing on research projects

Sponsored Project Administration (Pre- Award)

• Serve as resource to faculty and principal investigators in the preparation and submission of both routine and complex proposals to various sponsors. This includes reviewing University policies and procedures and sponsor guidelines for submission and ensuring all requirements are met assisting faculty and PIs with the preparation of complex project budgets, budget justifications, subcontracts and other required supporting documentation.
• Prepare and review information required for research proposals, including preparation of budgets and assistance in the preparation of proposal documentation following agency requirements. Work with the Office of Sponsored Programs to submit proposals, track research proposal information and assist in grant/contract negotiations.
• Work with various federally managed electronic research administration systems, such as research.gov, Grants.gov, NSPRIES, ASSIST, etc. As well as private research sponsors.
   

Other Research Services Support

• Process various transfers at the request of the PI, including labor redistributions and journal vouchers.
• Design and maintain various standard and ad hoc spreadsheets and financial reports to manage sponsored research project funds for school administration, faculty, and PIs.
• Work with faculty to ensure all reporting activities are completed according to sponsor guidelines. Manage the iSchool PIs' research ICR accounts track expenses and current balances.
• Prepare travel arrangements for iSchool employees and visitors. Provide advice and action plans on use of research funding according to federal agency or other sponsored terms and regulations.
• Participate in strategy discussions with Assistant Director of Research Administration and the Associate Dean for Research.
• As session going and completed proposals to improve future efficiencies, including formulating and recommending changes to proposal procedures. Follow up on pending agreements and work with SPA to ensure they are finalized and funded, and project accounts are established in a timely manner. Request and monitor anticipation accounts, sub award agreements, no-cost and other contract extensions as necessary.
• Assist with the preparation of materials for audit purposes and in response to audit findings.
• Attend campus meetings (i.e.,SPaRC'Ed) and outside conferences (i.e., National Council of Research Administrators) as needed.
  Participate in continuing education opportunities to obtain or retain relevant certifications and remain current on changing campus and sponsor policy guidelines.
• Assist with the development, documentation, and implementation of new and/or revised procedures.
• Research and analyze information and data. Take independent action and exercise individual authority based upon level of knowledge and professional experience.

Training and mentoring

• Assist Assistant Director of Research Administration in training and mentoring new and existing iSchool staff in the area of sponsored programs.
• Assist in training new staff as it relates to proposal development and submission, post-award duties, account set-up, account maintenance, and other office duties.
• Assist in advising and mentoring department staff and faculty as to changes in campus policy, operational procedures, sponsor agency requirements, and other policy areas related to supporting the iSchool’s mission.

Assume additional, appropriate duties to further the mission of the iSchool

Work is performed in a typical office environment.

Minimum Qualifications

Position Requirements and Qualifications – Grants and Contracts Specialist:
 

Education:  

Required: Bachelor's degree in business, accounting, finance, economics or a field related to the position.
Preferred:

Experience:

Required: Two years of professional work experience related to grants and contracts administration, or comparative business process.

Preferred: Strong background in sponsored research administration. Experience with Microsoft Excel and basic data entry. Demonstrated ability to self-manage priorities and be proactive in resolving issues. Demonstrated ability to maintain confidentiality.

Training, Licenses or Certifications:
Required:

Preferred: Two or more years of relevant grants and contracts or finance experience. Experience in interpreting and complying with university, federal, and state statutes or regulations and policies.
 

Position Requirements and Qualifications – Grants and Contracts Coordinator:
 

Education:
Required: Bachelor's degree in business, accounting, finance, economics or a field related to the position.
Preferred:

Experience:

Required: Three years of professional work experience in grant or finance administration experience in a public, private, or university  environment.
Preferred: Experience with the following systems: Banner, University Payables, P-card, ChromeRiver, TEM, myResearch, My UI Financials, as well as research.gov and other grant sponsor systems. Strong background in sponsored research administration. Experience with Microsoft Excel and basic data entry. Demonstrated ability to self-manage priorities and be proactive in resolving issues. Demonstrated ability to maintain confidentiality.

Training, Licenses or Certifications:
Required:
Preferred: Three or more years of relevant grants and contracts or financial and administrative. Experience in interpreting and complying with university, federal and state statutes or regulations and policies

Position Requirements and Qualifications – Senior Grants and Contracts Coordinator:
 

Education:
Required: Bachelor's degreein business administration, accounting, finance, economics, or a field related to the position.
Preferred: Master’s degree in a field related to the position.

Experience:
Required: Five years of professional work experience in grant or finance administration experience in a public, private,or university  environment.
Preferred: Experience with the following systems: Banner, University Payables, P-card, ChromeRiver, TEM, myResearch, My UI Financials, as well as research.gov, and  other grant sponsor systems.

Training, Licenses or Certifications:
Required:
Preferred: Five or more years of relevant grants and contracts or financial and administrative. Experience in interpreting and complying with university, federal, and state statutes or regulations and policies

Knowledge, Skills, and Abilities:

A strong working knowledge of office computing is essential, including the use of Excel. Strong organizational and time management skills. Ability to prioritize and manage competing tasks. Strong customer service skills and commitment. Excellent written and oral communication skills, and interpersonal skills.
EDDIE, View Direct. Individual must exercise sound judgment when applying University guidelines and procedures in daily situations. This position consists of accounting, decision making, and maintaining close working relationships with many people. The ability to work independently and set priorities among various activities is required. Careful attention to detail are essential.

Environmental Demands:

Individual must be able to handle pressures that might be imposed when an immediate deadline is required, work overtime in order to meet a deadline, if necessary, and deal effectively with a wide range of individuals. The poses no demands other than those deemed reasonable and customary.

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 4/1/2023. 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 3/24/2023. Apply for this position using the Apply Now button at the top or bottom of this posting, include a cover letter, a current resume, names, and contact information for three references, including email and telephone numbers. 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. 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 Susan Lafferty at 217-333-3280. 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.