Grant and Contracts Coordinator/Specialist - Carle Illinois College of Medicine at University of Illinois in Urbana, Illinois

Job Description:

Grant and Contracts Coordinator/Specialist




Carle Illinois College of Medicine - Office of Finance and Administration


The Carle Illinois College of Medicine seeks a Grants and Contracts Coordinator and Specialist to join our collaborative team in the Office of Finance and Administration. These new positions are an exciting opportunity to take on a role where integrity, teamwork, and excellence are highly valued. We encourage you to apply and be part of a team that supports each other and contributes to the mission success of the college.


The Carle Illinois College of Medicine embraces the university's commitment to creating a diverse and talented community of students, faculty and staff, which is essential to fulfilling its mission and vision. Carle Illinois actively promotes an inclusive environment in which students, faculty and staff can learn, teach, research and serve. For detailed information on our commitment to diversity, equity, and inclusion, please visit: Mission | Carle Illinois College of Medicine | Illinois

Why Work at Carle Illinois College of Medicine?


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Job Summary



The Grants and Contracts positions support and administer research agreements and other funding opportunities in conjunction with department faculty and administrators to achieve the College's research and educational goals.


• The Grants and Contracts Coordinator with consultation from the Director of Budget and Resource Planning will lead the pre- and post-award functions for externally funded sponsored research projects by assuming a role in the development and submission of proposals, and in the post-award management of awards funded by federal and non-federal sponsors.


• The Grants and Contracts Specialist with direction from the Director of Budget and Resource Planning supports the pre- and post-award functions for externally funded sponsored research projects by assuming a role in the development and submission of proposals, and in the post-award management of awards funded by federal and non-federal sponsors.



Duties and Responsibilities



Pre-Award Duties:


Use independent judgment to identify, review, understand, and interpret sponsor guidelines, ensuring all requirements are met, such as deadlines, funding restrictions, eligibility restrictions, potential cost share, general compliance, and other requirements for valid submissions.


Assist faculty in preparing proposal budgets, including justifications, current and pending support, and related documents; ensure accurate rates, recommend and implement revisions, interpret sponsor guidelines for compliance, and verify proper formatting of all required materials.


Review and revise pending proposals and budgets according to university guidelines and changing sponsor requirements.


Monitor the status of proposal submissions and prepare administrative reports on new awards for department and College administration.


Enter budgets and related data into online submission systems (e.g., Fastlane/Research.gov, Grants.gov, Proposal Central, NSPIRES).


Manage multiple drafts and revisions though to successful submission.


Enter budgets and related data into online submission systems (e.g., Fastlane/Research.gov, Grants.gov, Proposal Central, NSPIRES).


Manage multiple drafts and revisions though to successful submission.



Grants and Contracts Specialist - Additional Duties and Responsibilities



In collaboration, advise and support faculty, staff, and students on research proposal preparation for the College, including:

• internal routing of applications


• interpretation of sponsor guidelines


• development of electronic proposals

Act as a liaison for the College when working with SPA to submit proposals, answer questions, resolve issues that occur with proposals and assist in grant/contract negotiations as necessary.


Coordinate responses to sponsor requests for additional information on pending proposals.


Collaborate with faculty and the Sponsored Programs Administration (SPA) to interpret inquiries, determine the most appropriate details to provide, and ensure timely, accurate submissions, using discretion, expertise, and independent judgment throughout the process.


Prepare required documentation for budget modifications, renewal funding, and supplemental requests. Collaborate with faculty, staff, and students to assemble and submit complete proposals through the Sponsored Programs Administration (SPA), including budgets, justifications, and statements of work.



Grants and Contracts Coordinator - Additional Duties and Responsibilities



Manage and coordinate the administrative and fiscal aspects of research projects for college faculty, students, and staff.


Advise and support research proposal preparations including:

• internal routing of applications


• interpretation of sponsor guidelines


• development of electronic proposals.

Serve as primary liaison for the College when working with SPA to submit proposals, answer questions, resolve issues that occur with proposals and assist in grant/contract negotiations as necessary.


Collaborate with faculty and the Sponsored Programs Administration (SPA) on pending proposal requests.


Work to interpret inquiries, determine the most appropriate details to provide, and ensure timely, accurate submissions, using discretion, expertise, and independent judgment throughout the process.


Prepare required documentation for budget modifications, renewal funding, and supplemental requests.


Collaborate with faculty to assemble and submit complete proposals through the Sponsored Programs Administration (SPA), including budgets, justifications, and statements of work.


Post-Award Duties:


Work with the CI MED Finance and HR offices as needed to coordinate various post-award activities such as personnel appointments and other charges on sponsored research projects, including an analysis of appropriateness of expenditures on research funds.


Work with SPA to ensure funded project accounts are established in a timely manner, request and monitor anticipation accounts when necessary.


Prepare financial reports, spending projections and analyses as requested by faculty or other College Administration.


Complete sponsored project close-out reviews and work with SPA to close completed project accounts in a timely manner.


Prepare and record Banner journal entries, as appropriate, including those for month-and year-end close activities, rogue CFOP and other error corrections and necessary entries.



Grants and Contracts Specialist - Additional Duties and Responsibilities



Review and approve the use of grant funds for the following items, employee appointment requests for individuals, P-card, I-buy orders, and travel reimbursements.


Monitor budgets, account balances, and expenditures, make transfers when necessary.


Assist with the semi-annual confirmation certification with SPA and assist faculty in obtaining certification in a timely manner.



Grants and Contracts Coordinator - Additional Duties and Responsibilities



Work closely with Principal Investigators to develop and monitor grant spending plans, including staff planning, appropriate rates of spending, and regularly reviewing and updating project expenditures to ensure compliance with sponsor and University policy requirements.


Prepare, review, and ensure accuracy of various expenditures on monthly accounting reports for principal investigators/responsible persons for grant and grant match funds.


Review progress reports and monitor faculty effort to ensure compliance with policies and make recommendations.


Monitor budgets, account balances, and expenditures, make transfers when necessary. Request and monitor anticipation accounts, subaward agreements, no-cost and other contract extension modifications as necessary.


Assist in conflict resolution with grants and contracts business activities to identify and resolve problems. Use independent judgment to facilitate activity with all parties.


Assist with the preparation of materials for audit purposes and respond to audit findings. Maintain required documents per university requirements.


Ensure the accuracy of the information reported in the (ARS) Activity Reporting System for the college.


Assist with the design, development, documentation, and implementation of new and/or revised financial systems and procedures.


Oversee the semi-annual confirmation certification with SPA and assist faculty in obtaining certification in a timely manner.


Other:


Establish and maintain effective working relationships in a manner consistent with a workplace of dignity and respect


Foster a culture of diversity and inclusion; support and engage in equal employment opportunity principles, rules, and regulations


Champion positive inter-professional relationships bridging the college's private/public organization and missions


Perform other related duties or projects as assigned



Qualifications



Minimum Qualifications


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



Specialist level



Demonstrated work experience in business, finance, or related field.



Coordinator level



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


Demonstrated experience in sponsored research administration, including proposal development and/or proposal creation in a research setting.


Preferred Qualifications



Specialist level



Background in sponsored research administration, grants and contracts administration, or an ability and willingness to learn.


Experience with Microsoft excel and basic data entry.


Knowledge, Skills and Abilities


Demonstrated ability to self-manage priorities and be proactive in resolving issues.


Demonstrated ability to maintain confidentiality.


Customer service mindset and professional demeanor.


Able to communicate effectively and successfully interact with a broad array of internal and external constituents.



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 the search closes. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. The budgeted salary range for the position is $50,000 to $65,000 at the Specialist level and $65,000 to $80,000 at the Coordinator level. Sponsorship for work authorization is not available for this position.


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 (Central Time) on Monday April 7, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. Please provide a cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please include specific information on how you meet the qualifications of the position in your resume, including all relevant experience. 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 wmmyers@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: 1029631
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu


Apply Now