Awards Coordinator - Sponsored Programs Administration, Post Award

Job description

Awards Coordinator

Sponsored Programs Administration

Office of the Vice Chancellor for Research - University of Illinois at Urbana-Champaign

The University of Illinois at Urbana-Champaign has a unique breadth of research expertise, with world-renowned strengths in the arts, agriculture, business, the humanities, and the social sciences, as well as top-ranked programs in the natural sciences and engineering. Many of the technologies that enabled the modern electronic era were developed at the U of I, and year in and year out, we are among the top universities in NSF-funded research and development expenditures. Today, we're building on that tradition, working to address society's most pressing problems by doing what we do best-interdisciplinary research that drives positive change in our communities, our state, our nation, and the world. Sponsored Programs Administration (SPA) supports the research enterprise throughout the entire lifecycle of an externally sponsored project, from proposal submission to award close-out.

Sponsored Programs Administration is seeking a candidate who can support the post-award service requests, develop post-award resources for researchers and staff, and serve as a subject matter expert for campus and aid the Assistant Director in the management of the post-award unit.

Major Duties and Responsibilities:

  • Create, modify, run, utilize, and maintain numerous spreadsheets and databases in support of sponsored research award administration. Responsible for data retrieval and analysis.
  • In collaboration with upper management, develop and implement policies, procedures, and objectives related to sponsored research administration. Continuously monitor policies to maintain compliance with state and federal regulations.
  • Serve as post-award subject matter expert related to sponsored projects. Provide advice and expertise to unit staff, along with campus and university units.
  • Lead in conflict resolution of award issues. Use independent judgment to facilitate resolution with all concerned parties.
  • Analyze processes and seek to streamline efficiencies and improve customer service.
  • Perform expenditure review to determine allowability, correctness, and reasonableness based upon detailed review of contract parameters and governing sponsor policies and procedures.
  • Act as liaison to sponsors, campus, and university units and assist with outreach initiatives to promote university objectives.
  • Coordinate award invoicing/cash collection activity using external secure sponsoring agency web-based systems.
  • Coordinate all cost share commitments contained within the award documents including: enter appropriate information into cost share database; collaborate with departments to ensure the commitments are being fulfilled; prepare cost share reports for sponsors, review and validate the accuracy of these reports, and submit to the University's Division of Management Information for inclusion into the Activity Reporting System. Also submit to UIUC Office of Government Costing for use in preparation of Finance and Administration (F&A) Study.
  • Minimum travel may be required; other related duties that further the mission of the unit.

Position Requirements and Qualifications:

Required education: Bachelor's degree with a concentration in Accountancy, Business Administration and/or Finance. Alternate degree fields will be considered/accepted depending on the nature and depth of the experience as it relates to this position.

Required experience: Minimum of three to five years in a position requiring utilization of financial and administrative skills in a complex business, academic, or government environment. Preferred experience: Preferred experience at an institution of higher learning.

Required knowledge: Highly developed communication skills and ability to work in an integrated team. Excellent computer skills using Microsoft Office suite (e.g. Word, Excel, PowerPoint, Outlook, Access) especially strong knowledge, experience and understanding of database programs. Strong interpersonal skills that reflect courtesy, diplomacy, and a collaborative approach to develop and maintain effective work relationships. Ability to be self-motivated, work independently and to exercise good judgment and discretion in the performance of all work assignments. Ability to multi-task and prioritize work accordingly to meet deadlines while staying on task with daily assignments. Strong communication, organizational, analytical and problem solving skills. Observe standards of professional conduct and strive for excellence in customer service including, but not limited to: accepting accountability and ownership of actions; adaptability in accepting new challenges and responsibilities; focusing on customer needs and prompt, accurate resolution of customer issues; professional, quality, value added communications skills; and working collaboratively with employees and units to improve SPA effectiveness.

Preferred knowledge: Solid understanding of sponsored project award administration; knowledge and understanding of related Federal regulations and policies for the conduct of sponsored programs; familiar with State of Illinois regulations, policies and procedures for the conduct of sponsored programs. Knowledge and respect of policies and procedures outlined for the University of Illinois, OBFS, and department. Knowledge of Federal and State of Illinois policies and procedures for the conduct of sponsored programs; and knowledge of the University of Illinois is desired. Knowledge of external sponsoring agency award systems. A thorough knowledge of all types of cost share and proper tracking processes.

Appointment Status: Regular 100%-time academic professional appointment / 12-month service basis. Eligible for full University benefits package.

Salary: Commensurate with experience and qualifications

Start date: as soon as possible

Applications must be received by Monday, March 22, 2018. To apply, all candidates must submit on online profile through by the close of the posting period. Qualified candidates must upload: 1) a cover letter which details qualifications noted above; 2) resume; and 3) the names and contact information for three professional references. All requested information must be submitted for your application to be considered. Incomplete applications will not be reviewed.

For further information, please contact Susan Key, OVCR Human Resources, at [email protected]

The University 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 To learn more about the University's commitment to diversity, please visit

College Name or Administrative Unit: Office of the Vice Chancellor for Research
Category: Academic Professional
Title: Awards Coordinator - Sponsored Programs Administration, Post Award
Open Date: 03/01/2018
Close Date: 03/22/2018
Organization Name: Sponsored Prgms Adm Post-Award





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Job No:
Posted: 3/2/2018
Application Due: 3/23/2018
Work Type: