Specialist, Processing & Records Management - Programs Administration

This position may be eligible for a hybrid or remote work arrangement dependent with unit operational needs.

This position is not eligible for any type of sponsorship for work authorization.

The University of Illinois Urbana–Champaign is a public land-grant research university in Illinois in the twin cities of Champaign and Urbana. It is the flagship institution of the University of Illinois system and was founded in 1867. The university serves the people of Illinois through a shared commitment to excellence in teaching, research, public engagement, economic development and health care. Faculty, staff and students share their knowledge, expertise and resources with residents in every corner of the state through public service and outreach programs.

The SPA Processing and Records Management Team is looking for a new team member to join our close-knit team of four. If you enjoy a detail-oriented, process-driven work environment where you'll partner with teams across SPA, solve problems, and support the University's research enterprise, we encourage you to apply.

Perform critical Sponsored Program Administration (SPA) Pre-award and Post-award functions related to sponsor projects with a high level of accuracy and timeliness, where errors and missed deadlines represent a risk of high cost and lost opportunity for the University (regulatory and operational risks). This includes analyzing complex information, ensuring compliance with institutional policies, procedures, and sponsor requirements, resolving processing issues, and maintaining data integrity.

• Records Analysis, Interpretation, & Application:
  • Analyze and interpret all incoming and outgoing documents and transactional data, including proposal submissions, awards, and related modifications
  • Process documents and transactions using independent judgment to assess priority, complexity, and required actions
  • Maintain current knowledge of University policies, procedures, and sponsor regulations related to proposals and awards
• Electronic Systems Development & Maintenance:
  • Document, update, and maintain internal electronic research administration systems, such as my Proposals and my Research Portal
  • Navigate sponsor systems to support proposal submission and award processing
  • Coordinate with the Data and Systems team to ensure accuracy of internal and external reporting data
  • Review, investigate, and resolve system errors and exceptions, including identifying root causes and determining appropriate resolutions
• Business Operations Contributions:
  • Assist in managing and triaging incoming communications from the SPA general email account
  • Provide professional customer service to internal and external stakeholders
  • Serve as a liaison to respond to inquiries and provide guidance related to university research administration processes
  • Revise and update SPA processing procedures related to electronic research administration systems and operational workflows
  • Recommend process improvements related to SPA transaction processing and data accuracy
  • Research best practices for information management and collaborate with SPA staff to implement approved procedural updates
• Training, Development, & Audit:
  • Support the development of team processes and outcome measures to improve individual and team performance
  • Coordinate workload with team members to support efficient workflow
  • Assist with training and mentoring new staff and student employees
  • Assist in reviewing transactions processed by student workers and Specialists to ensure data integrity and compliance
• Office Contributions:
  • Seek opportunities to increase office knowledge and improve services, including attending conferences and webinars
  • Manage multiple tasks effectively with a high level of…