Research Administration Specialist​/Research Administration Coordinator, School of Social Work

Research Administration Specialist/Research Administration Coordinator

School of Social Work

University of Illinois at Urbana-Champaign

Located in Urbana, IL

Job Summary

Under the direction of the Director of Budget and Resource Planning, maintain a portfolio of principle investigators for whom this position manages the research process for both pre-and post-award tasks, including proposals, award, award maintenance, closeout, and resubmission of the proposal for future funding. Assist with research administration process development, implementation, and training for the School of Social Work.

• Assist PIs in the research proposal process, including reviewing the Request for Proposal documentation; assisting the PI with development and review of budgets, budget justifications, narratives, current and pending, and other related documentation; as well as the submission process. As necessary, also works with the SSW human subjects liaison.

• Process new research awards, assuring documentation is finalized so fund(s) can be established and award may be made. Assist PIs through Post-Award processes, including budget management, budget revisions, evaluation of burn rates, extensions, PI changes, transit recaps, expenditure confirmations, invoicing, management of subawards, fund reconciliation, and closeout. Requires extensive collaboration with campus Sponsored Programs Administration.
• Assist unit Purchasing and Human Resources staff as they make purchases and make appointments, assuring funds are available and expense is allowable for the fund type and source.
• Reconcile expenditures monthly, assuring proper use of funds, allowability of expense, correct use of account codes, and availability of funds. Address outstanding obligations, discrepancies, and other issues.
• Request processing of journal vouchers and budget transfers. Process labor redistributions as needed.
• Provide ad hoc reporting.

• Provide training to faculty and staff as needed, such as in reading financial reports, using the expenditure confirmation system, and grant proposal and maintenance processes.
• Collaborate with Director of Budget and Resource Planning to establish policies, procedures, templates, job aids, and websites related to the grants and contracts process.
• Act as Charge Code Review in Emburse.
• Act as backup Unit Security Contact on urgent items when the Director of Budget and Resource Planning is out of office.
• Other duties as assigned.

• Review, analyze, and interpret Federal, State, and University policies and procedures, and inform principal investigators of new and changing developments. Advise principal investigators and collaborators on pre-proposal and proposal development, analyzing and interpreting relevant policies and procedures, forms, clearance requirements, certifications, deadlines, budget limits, and cost sharing requirements.
• With the principal investigator, develop budgets and budget narratives/justifications, customizing formats as needed. Ensure applicable regulations are addressed related to direct and indirect costs, subawards, travel, fringe benefit rates, etc. Ensure agency/sponsor required forms are completed appropriately.
• Collaborate with the School of Social Work Research Office on human subjects requirements and processes.
• Prepare proposal records for sponsored project applications and route for electronic signature approvals. Prepare proposals in required systems and formats specified by the funding agency and route in a timely manner.
• Monitor the status of each submitted proposal until it is either awarded, rejected, or withdrawn. Complete budget or proposal revisions as needed.
• Facilitate the review, approval, and award of research contracts, data transfer agreements, confidentiality agreements, and subawards. Act as a liaison between researchers, the campus sponsored programs administration, and agencies/sponsors as needed.
• Evaluate award information and facilitate requests for anticipation accounts when applicable. Collaborate with the Plan and the School's Expense Team to establish a financial spreadsheet and discuss award setup needs.
• Facilitate the effort certification process by accurately reflecting key personnel voluntary and paid effort commitments in budgets, justification statements, and progress reports.

• Review expenditures monthly, checking for appropriateness of expenditures within budgets, agency/sponsor terms and conditions, applicable rules and regulations, and Federal, State, and University policies and procedures. Assure corrections are made and issues are resolved.
• Anticipate and prepare budget revisions, no-cost extensions, and carry out requests as necessary. Ensure principal investigators are aware of their budgets, meeting with them regularly, and advising regarding rebudgeting as needed. Provide project and/or portfolio specific adhoc financial reporting for Principal…