Grants and Contracts Specialist​/Coordinator – Beckman Institute

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Beckman Institute for Advanced Science and Technology

The Beckman Institute for Advanced Science and Technology at the University of Illinois Urbana-Champaign has an opening for a Grants and Contracts Specialist or a Grants and Contracts Coordinator. The Grants and Contracts Specialist will manage financial and regulatory aspects of sponsored research grants, contracts and subcontracts for faculty investigators. This position will perform activities related to the complete lifecycle of sponsored program administration, including budgeting, accounting, compliance and reporting support.

The Specialist must maintain familiarity with federal and University guidelines to effectively administer awards from federal and private sponsors. The Grants and Contracts Coordinator will manage financial and regulatory aspects of complex sponsored research grants, contracts, and subcontracts for faculty investigators. This position will perform activities related to the complete lifecycle of sponsored program administration, including reviewing and interpreting complex sponsor guidelines, budgeting, accounting, compliance and reporting.

The Coordinator must maintain familiarity with federal and University guidelines to effectively administer awards from federal and private sponsors.

Grants and Contracts Specialist

Duties & Responsibilities

• Pre-Award
• Work directly with Beckman faculty on proposal submissions, including counseling on the process, reviewing and understanding research solicitations and interpreting guidelines and submission requirements in accordance with university and agency regulations.
• Prepare complex budgets and justifications and assist with current and pending support as well as 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
• 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 and make 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 Sponsored Program Administration (SPA) guidelines for all pre-award and post-award activities. Consult with SPA for required documentation, reporting and close-out activities.
• Assist in conflict resolution with grants and contracts business activities to identify and resolve problems.
• Maintain knowledge of sponsor rules and regulations for grant expenditures, allowable/unallowable costs, rebudgeting, carry forward, etc.
• 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 policies and procedures.
• Knowledge of computers, including word processing, spreadsheets and database management.

• Pre-Award
• Work directly with Beckman faculty on proposal…