Grants and Contracts Specialist

Position Summary

The Beckman Institute for Advanced Science and Technology at the University of Illinois Urbana‑Champaign has an opening for a Grants and Contracts Specialist. This role encompasses the full lifecycle of sponsored program administration, including proposal preparation and submission, budgeting, accounting, compliance and reporting. The Grants and Contracts Specialist will oversee the financial and regulatory management of sponsored research grants, contracts and subcontracts for faculty investigators.

The Specialist must maintain a thorough understanding of federal and university guidelines to ensure the effective administration of awards from both federal and private sponsors. This position requires a strong knowledge of general accounting principles, including an understanding of debits and credits, budgeting and financial analysis.

• Pre‑Award
  • Work directly with Beckman faculty on proposal submissions – counseling on the process, reviewing and understanding research solicitations and interpreting guidelines and submission requirements in accordance with university and agency regulations. Serve as a liaison between faculty and Sponsored Programs Administration (SPA) pre‑award staff.
  • Prepare complex budgets and justifications and assist with current and pending support along with other documentation required for proposal submission.
  • Assist proposers with entering budget information into sponsor portals and initiate internal record in my Proposal portal and agency portals when required.
• Post‑Award
  • Manage a post‑award portfolio and correspond with faculty throughout the life of the grant. Serve as a liaison between faculty and SPA post‑award staff.
  • Review and approve the use of grant funds for expenses such as employee appointments, i‑Buy orders, p‑card expenses and travel reimbursements to ensure integrity, accuracy and allowability in accordance with budgets, agreement terms and applicable policies and procedures.
  • Review, process, monitor and track subaward agreements and payments. Monitor and request anticipation accounts, no‑cost extensions and contract modifications.
  • Review progress reports and monitor faculty effort to ensure compliance with policies, making recommendations for change when necessary. Assist with reporting when required.
  • 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.
• Pre‑ and Post‑Award
  • Maintain knowledge of SPA guidelines for all pre‑award and post‑award activities. Consult with SPA for required documentation, reporting and close‑out activities. Maintain knowledge of sponsor rules and regulations for grant expenditures, allowable/unallowable costs, rebudgeting, carry forward, etc.
  • Assist in conflict resolution with grants and contracts business activities to identify and resolve problems.
  • Participate in continuing professional development (e.g., conferences, seminars, webinars, etc.) to improve knowledge and judgement.
  • Provide backup support for team members during absences (e.g., vacation, leave or high‑volume periods) to ensure continuity of operations. Perform other duties as assigned to support team and departmental needs.

• Bachelor’s degree in business administration, accounting, finance, economics or a field related to the position.
• One (1) year of professional experience in business, finance or related field.

• Work experience at an institution of higher education or experience working with federal grants.
• UIUC Certified Sponsored Research Administrator.

• 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.
• Knowledge of, or the ability to learn, federal, state and funding agencies policies, procedures, laws, regulations and codes applicable to the administration of grants and contracts.
• Knowledge of, or the ability to learn, University…