Pre-Award Specialist; Extended Deadline Job Carbondale area,Illinois USA,Administrative/Clerical

Position: Pre-Award Specialist (Extended Deadline)

Description

OSPA Pre-Award operates in a fast-paced, deadline-driven environment that requires strong organizational skills and the ability to work effectively under pressure. This position involves multifaceted responsibilities in support of faculty, staff, and students seeking external funding. The role requires ongoing training in regulations and compliance and includes representing the university’s interests throughout the proposal review and submission process.

Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

Examples of Duties

Serve as the primary liaison between external sponsors and principal investigators for the review, submission, and acceptance of grant proposals on behalf of SIUC, ensuring compliance with sponsor, university, state, and federal requirements.

Coordinate assigned pre-award service functions within OSPA to support timely and accurate proposal submissions, including reviewing funding opportunity announcements for eligibility, requirements, and submission instructions.

Collaborate with faculty and departmental staff to guide proposal development, review budgets for allowability and accuracy, and complete internal approval processes in accordance with university policies and sponsor guidelines.

Review grant proposals and sponsored project award documents to ensure compliance with applicable regulations and institutional policies, protecting the interests of both the university and sponsoring agencies.

Respond to post-submission requests for information and clarify sponsor terms and conditions to ensure alignment with university policies and compliance requirements (e.g., HIPAA, FERPA, conflict of interest, debarment).

Coordinate with appropriate campus stakeholders to resolve administrative, compliance, or contractual issues involving sponsors, principal investigators, and other key personnel.

Review award documentation to verify that required compliance approvals and assurances (e.g., IRB, IACUC, FCOI, RCR, export controls, biological hazards) are in place, and coordinate reviews with responsible offices as needed.

Apply effective written, verbal, and interpersonal communication skills while working collaboratively with OSPA teams to support continuous improvement of pre-award business processes and service delivery.

Utilize electronic research administration systems and other software tools to manage information, maintain documentation, and develop reference materials for internal and external use.

Perform other duties as assigned.

Qualifications

Minimum Qualifications:

Education

Bachelor’s degree is required.

Experience

One (1) year of experience in sponsored projects (grant) administration required (e.g., grant proposal preparation and submission), or equivalent experience supporting externally funded projects in a research, nonprofit, industry, or government environment. Higher education experience is preferred but not required.

Skills and Abilities

Proficiency in Microsoft Office applications, with strong Excel skills for budget development and review; ability to learn new systems and software applications.
Strong written and verbal communication skills, with the ability to work effectively with faculty, staff, sponsors, and internal stakeholders.
Excellent organizational, time-management, and problem-solving skills, with the ability to manage multiple deadlines in a fast-paced, deadline-driven environment.
Exceptional attention to detail and ability to apply complex policies, regulations, and procedures accurately.
Demonstrated commitment to customer service and a collaborative, team-oriented approach to work.

Required Documents: Submit a letter of application, resume, and three references.

Contact: Kelly Alongi, kalongi

Southern Illinois University Carbondale is an equal opportunity, affirmative action employer dedicated to building a community of excellence, equity, and diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ancestry, age, order of protection status, genetic information, marital status, disability, pregnancy, sexual orientation including gender identity, unfavorable discharge from the military or status as a protected veteran.

The university will comply with all federal and state nondiscrimination, equal opportunity and affirmative action laws, orders, and regulations.

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