Grants and Contracts Coordinator - Department of Physics

Grants and Contracts Coordinator – Department of Physics

Join the Department of Physics at the University of Illinois Urbana–Champaign as a Grants and Contracts Coordinator. The position reports to the Assistant Director and involves developing, reviewing, and submitting federal, non‑federal and internal sponsored research proposals, ensuring compliance with federal regulations, sponsor policies and university procedures, and managing award administration.

• Develop, prepare, assemble, and submit proposals to federal and non‑federal sponsors and for internal funding opportunities.
• Review, interpret, and comply with federal regulations (e.g., Uniform Guidance, ITAR, EAR, FAR), and sponsor and university policies for proposal submission.
• Develop budgets; prepare and edit proposal documents; ensure all requirements for valid submission are met (deadlines, funding restrictions, eligibility restrictions, potential cost share, conflict of interest compliance, research security training, authorization).
• Communicate with a range of proposal stakeholders, including investigators, external collaborators, campus units, and sponsor staff.
• Serve as liaison between Department of Physics and Sponsored Program Administration (SPA) for proposal submission and award management.
• Ensure SPA receives requested revisions and assist investigators in pre‑award and post‑award requests.
• Communicate sponsored research administration policies to investigators and coordinate with SPA to finalize awards.
• Collaborate with campus research administration units (Office of the Vice Chancellor for Research and Innovation, ORS, OBFS, OTM, Government Costing) for continuous learning.
• Participate in external learning opportunities in research administration.
• Work with internal business staff to maintain compliance, document processes, identify concerns and provide process improvement ideas.
• Perform additional related duties to further the department’s mission.

• Bachelor’s degree in business administration, accounting, finance, economics or a related field.
• One year of demonstrated experience in sponsored research administration.

• Master’s degree in English, Business, Accounting or related field.
• Experience in higher education, especially in business and/or research administration.
• Certification as an Illinois Certified Research Administrator or related certification.

• Prioritize, organize and manage multiple activities in a deadline‑driven environment.
• Maintain high quality, compliance, and ethical standards under pressure.
• Excellent communication and customer service skills, professional demeanor in high‑stress situations.
• Work well in an academic environment and communicate effectively.
• Absorb and analyze large amounts of policy information quickly and accurately.
• Contribute to team success and demonstrate initiative; work closely under supervision.
• Experience with productivity software and web‑based application systems.

This is a full‑time Civil Service Grants and Contracts Associate position, 12‑month contract. The expected start date is as soon as possible after the closing date. Salary range: $55,000–$65,000.

Work location:

University campus, full‑time, per Workplace Flexibility policy. Sponsorship for work authorization not available.

Applications must be received by 6:00 pm (CST) on January 19, 2026
. Submit cover letter, resume and three references through (Use the "Apply for this Job" box below)..edu
. Contact Stephanie Swearingen (sswearin) for additional information.

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 mandates. Required background checks, sexual harassment/misconduct disclosures, employment eligibility review through E‑Verify, and non‑discrimination statements are available at the university website.