Proposal Coordinator, Senior Proposal Coordinator, or Assistant Director, Proposals - Sponsored Pro

Location
Champaign, IL
Posted
Oct 07, 2017
Institution Type
Four-Year Institution



University of Illinois at Urbana/Champaign

Office of the Vice Chancellor for Research

Sponsored Programs Administration (SPA), Pre-Award

Proposal Coordinator, Senior Proposal Coordinator, or Assistant Director, Proposals

Sponsored Program Administration (SPA), Pre-Award is a unit under the Office of Vice Chancellor for Research (OVCR) at the University of Illinois, Urbana-Champaign. Sponsored Program Administration supports the research enterprise throughout the entire lifecycle of an externally sponsored project, from proposal submission to award close-out. SPA combines the offices of sponsored programs and grants and contracts office under a single organizational structure. The Pre-Award office provides a variety of pre-award administration functions in support of sponsored projects.

SPA Pre-Award is seeking to fill one vacancy within the Proposal Team. This position will be filled with a Proposal Coordinator, a Senior Proposal Coordinator or an Assistant Director, Proposals. The offer extended and title used will depend on the qualifications of the candidate selected.

Proposal Coordinator responsibilities and qualifications

The Proposal Coordinator is responsible for timely submission of proposals for external sponsorship, including but not limited to, submissions to federal, industry, state, and other sponsors for the Urbana-Champaign Campus.

Proposal Coordinator MAJOR DUTIES AND RESPONSIBILITIES:

Manage submission of proposals for sponsored programs funding on behalf of the Board of Trustees, which includes reviewing proposals to determine compliance with University policies and practices, assembling required documentation for submission, and for submitting the proposal according to the sponsor requirements.

Review solicitations and requests for proposals ensuring institutional eligibility for participation and understanding the unique requirements for submission.

Advise departmental personnel and faculty as the subject matter expert relative to proposal submission by interpreting and providing guidance on University policy and sponsor regulations.

Assist in the development and implementation of submission policy and procedures as well as the creation of tools and dissemination of best practices to enhance and improve the submission lifecycle.

Identify compliance concerns through review of statement of work and proposal guidelines and engage with faculty, departmental staff, and university compliance offices to ensure that approvals are in place in accordance with University, federal, state, institutional, or sponsor regulations.

Document, update and maintain internal research administration database system(s), noting unresolved issues, budgetary concerns, and direct and indirect costs of the projects.

Assist in the development of training, communications, and tools to facilitate the ability of sponsored programs staff, university faculty, and research administrators to obtain external sponsorship, manage sponsored awards, and maintain institutional regulatory compliance.

Proposal Coordinator POSITION REQUIREMENTS AND QUALIFICATIONS:

REQUIRED: Bachelor's degree. Experience working in a position requiring highly developed customer service skills. Experience working with electronic systems. Highly developed communication skills. Ability to work independently, but also as a member of an effective, integrated team. Willingness to learn new electronic systems, and keep up with frequent updates to existing systems. Well-developed organizational, analytical and problem-solving skills with the ability to complete multiple tasks, work effectively under deadline pressure, and to successfully manage competing priorities with tact and efficiency.

PREFERRED: Two years of experience in a complex business, academic, or government environment. A working knowledge of Federal, State of Illinois, and Industry policies and procedures for the conduct of sponsored programs and of the University of Illinois business procedures. Experience in sponsored programs or research administration, preferably in an institution of higher education. Experience with complex proposal review and analysis, particularly within an academic environment. Certification in research administration, or ability to work towards that certification within two years of employment.

Senior Proposal Coordinator responsibilities and qualifications

The Senior Proposal Coordinator is responsible for timely submission of proposals for external sponsorship, including but not limited to, submissions to federal, industry, state, and other sponsors for the Urbana-Champaign Campus.

Senior Proposal Coordinator MAJOR DUTIES AND RESPONSIBILITIES:

Manage submission of proposals for sponsored programs funding on behalf of the Board of Trustees, which includes reviewing proposals to determine compliance with University policies and practices, assembling required documentation for submission, and for submitting the proposal according to the sponsor requirements.

Review solicitations and requests for proposals ensuring institutional eligibility for participation and understanding the unique requirements for submission.

Advise departmental personnel and faculty as the subject matter expert relative to proposal submission by interpreting and providing guidance on University policy and sponsor regulations.

Serve as the primary liaison for onboarding new members of the Proposal Team.

Assist in the development and implementation of submission policy and procedures as well as the creation of tools and dissemination of best practices to enhance and improve the submission lifecycle.

Develop and deliver presentations at SPaRC, Research Academy, INFO, NCURA and other training opportunities.

Identify compliance concerns through review of statement of work and proposal guidelines and engage with faculty, departmental staff, and university compliance offices to ensure that approvals are in place in accordance with University, federal, state, institutional, or sponsor regulations.

Document, update and maintain internal research administration database system(s), noting unresolved issues, budgetary concerns, and direct and indirect costs of the projects.

Assist in the development of training, communications, and tools to facilitate the ability of sponsored programs staff, university faculty, and research administrators to obtain external sponsorship, manage sponsored awards, and maintain institutional regulatory compliance.

Act as resource and back-up to the Assistant Director, and the Associate Director, of the Proposal Team, coordinating communications with, and responding to inquiries from the Proposal Team and others.

Advise Proposal Team and SPA customers of appropriate solutions to complex scenarios, through analytical consideration of alternatives.

Senior Proposal Coordinator POSITION REQUIREMENTS AND QUALIFICATIONS:

REQUIRED: Bachelor's degree. Two years of experience in research administration in a University setting. Knowledge of Federal, State of Illinois, and Industry policies and procedures for the conduct of sponsored programs. Outstanding customer service skills; highly developed communication skills. Excellent presentation and teaching skills. Ability to work autonomously and make informed business decisions with minimal oversight. Ability to work as a member of an effective, integrated team. Willingness to learn new electronic systems, and keep up with frequent updates to existing systems. Well-developed organizational, analytical and problem-solving skills with the ability to complete multiple tasks, work effectively under deadline pressure, and to successfully manage competing priorities with tact and efficiency.

PREFERRED: Two years of experience in sponsored program proposal review, approval, and submission in a University pre-award research administration office. Experience presenting pre-award topics. Certification in research administration (CRA). Certification in research administration at the University of Illinois at Urbana - Champaign (Illini CRA). Knowledge of policies and procedures for the conduct of sponsored programs at the University of Illinois.

Assistant Director, Proposals responsibilities and qualifications

The Assistant Director, Proposals provides leadership to and assists the Associate Director, Proposals and Director with overall management of the Proposal Section, particularly with the management of proposal volume and distribution, urgent submissions and aging proposals. Exercises a wide range of independent judgement and discretion in discharging duties and responsibilities.

Assistant Director, Proposals MAJOR DUTIES AND RESPONSIBILITIES:

Manage the recruitment, hiring, orientation and professional development of the Proposal Team coordinators, including day to day supervision, setting team goals and objectives, implementing team building strategies, employing outcome measures to evaluate goal attainment, as well as individual and team productivity (quantity and quality), formulating workload metrics, coordinating work assignments, evaluating staff, maintaining appropriate and current job descriptions for positions and taking corrective action as needed.

Perform proposal submission reviews for sponsored projects on behalf of the University's Board of Trustees to ensure compliance with University and sponsor policies, which includes documenting, updating and maintaining internal research administration database system(s). Also responsible for timely review and submission of high profile, high risk or centralized units' proposals for the Urbana-Champaign campus.

Assist in the development of submission policy and procedures as well as the creation of tools and dissemination of best practices to enhance and improve the submission lifecycle.

Advise internal and external constituents, and colleagues as a subject matter expert for a wide array of proposal issues, for interpreting, explaining and applying University and sponsor policies, as well as federal and state regulations related to research administration issues, especially as related to proposal submission.

Assist in development of training and tools to facilitate the ability of sponsored programs staff, university faculty, and research administrators to manage proposal submissions and maintain institutional regulatory compliance.

Develop and deliver training on proposal submission related topics to internal staff and campus customers, including onboarding of new SPA Pre-Award staff, SPaRC'Ed classes, SPaRC quarterly meetings and retreat, and various other campus-sponsored orientations and workshops.

Serve on campus-wide committees addressing sponsored projects issues and work with appropriate academic and non-academic units to implement solutions.

Represent Illinois at system-wide meetings and attend meetings and conferences of research administration societies and associations. Participate in workshops or seminars in research administration delivered internally or by such organizations as NCURA or SRA.

Act as resource and back-up to the Associate Director, Proposals, coordinating communications with, and responding to inquiries from the Proposal Section and others.

Assistant Director, Proposals POSITION REQUIREMENTS AND QUALIFICATIONS:

REQUIRED: Bachelor's degree. One year of experience in analyzing or developing complex, sponsored program proposals. Three years of experience in financial and strategic planning in support of research, and finalizing transactions within an academic environment. Experience in leadership and facilitation skills. Certification from the University of Illinois at Urbana-Champaign in research administration ("Illini CRA"), or the ability to work towards that certification within two years of employment. Highly developed customer service and communication skills and ability to work independently, but also as a member of an effective, integrated team. Well-developed organizational, analytical and problem-solving skills with the ability to complete multiple tasks, work effectively under deadline pressure and to successfully manage competing priorities with tact and efficiency. The ability to complete multiple tasks, work effectively under deadline pressure and to successfully manage competing priorities with tact and efficiency. A working knowledge of federal, State of Illinois, and industry policies and procedures for the conduct of sponsored programs and of the University of Illinois business procedures. Extensive knowledge of PC-based tools including Word (especially track changes and other document review functions), Excel, and database applications. Ability to develop presentations and other information displays to effectively communicate ideas and analyze situations.

PREFERRED: Three years of experience in a university pre-award research administration office. Experience in personnel management. A working knowledge of federal, electronic submission portals, including FastLane, ASSIST, Workspace, etc. A working knowledge of State of Illinois, electronic submission portals, including IWAS, eGrants, etc. A working knowledge of commons industry, electronic submission portals, including proposalCENTRAL, Grants@Heart, etc.

How to apply and appointment information

Proposed start date: as soon as possible after closing date. Salary: Commensurate with qualifications and experience.

Appointment Status: Regular 100% academic professional appointment / 12 month service basis. Benefit eligible position.

Applications must be received by October 27, 2017. To apply, all candidates must submit an online profile through https://jobs.illinois.edu by the close of the posting period. Qualified candidates must upload a letter which details qualifications noted above, including position(s) applying for (Proposal Coordinator, Senior Proposal Coordinator and/or Assistant Director, Proposals), resume and the names and contact information of three professional references. All requested information must be submitted for your application to be considered. Incomplete applications will not be reviewed. Interviews may occur prior to closing date, but no hiring decision will be made until after close of posting period.

For further information please contact Susan Key, Human Resources, susankey@illinois.edu.

The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer.

The University of Illinois is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply. For more information, visit http://go.illinois.edu/EEO. To learn more about the University's commitment to diversity, please visit http://www.inclusiveillinois.illinois.edu



College Name or Administrative Unit: Office of the Vice Chancellor for Research
Category: Academic Professional
Title: Proposal Coordinator, Senior Proposal Coordinator, or Assistant Director, Proposals - Sponsored Programs Administration, Pre-Award (A1700629)
Open Date: 10/06/2017
Close Date: 10/27/2017
Organization Name: Sponsored Prgms Adm Pre-Award

PI99720489