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Grants and Contracts Specialist or Coordinator - Department of Computer Science ( A1800443 )

Job description


Grants & Contracts Specialist or Coordinator
Department of Computer Science
College of Engineering
University of Illinois at Urbana-Champaign


The Department of Computer Science is seeking a Grants & Contracts Specialist or Coordinator to act as primary point of contact for grants administration for the department. This role involves facilitating the accomplishment of sponsored research goals through pre-award and post-award research grant and contract administration. The Coordinator role assumes additional responsibilities, including advising the Principal Investigators with all phases of proposals, full cycle management of accounts, and using independent judgement to interpret sponsor guidelines for proposals.

Major Duties and Responsibilities include the following, but may vary depending on position level:

  • Assist the faculty with research proposal preparation for the Department of Computer Science. This includes using independent judgment to identify, understand, and interpret sponsor guidelines for submission, ensuring all requirements are met, such as deadlines, funding restrictions, eligibility restrictions, potential cost share, general compliance, and other requirements for valid submissions.
  • Advise faculty and staff on terms of research agreements, interpretations of proposal guidelines, and the submission requirements of such proposals, according to university policy with the Office of Sponsored Programs (OSP). Assist faculty with preparing proposed budgets, budget justifications, current and pendings, and any other required documents for the RFP. Based on the proposal guidelines, review to ensure all requirements are met before sending complete proposal to OSP for final review. Use sound judgment to make independent changes to proposals under strict time constraints to ensure successful and timely submissions to meet deadlines. Serve as a liaison for the department when working with the OBFS Grants and Contracts Office and OSP, answering questions, resolving issues that occur with proposals, and assisting in grant/contract negotiations as necessary.
  • Prepare financial reports and analyses to assist faculty with the administration and development of their sponsored research projects, verifying correct rates are being used in budget development, suggesting budget revisions as needed, implementing new indirect cost rates and fringe benefit rates, and accurately interpreting sponsor guidelines ensuring proposal compliance.
  • Ensure proposal packages are properly formatted with necessary materials and signatures by reviewing and editing proposals and budgets in accordance with sponsor and University guidelines.
  • Assist faculty with entering budget and other relevant information into online submission programs, such as FASTLANE, grants.gov, Proposal Central, and NSPIRES for each faculty proposal submission as appropriate. This involves managing several drafts and revisions, according to the faculty's needs, until a final draft is approved. Once approved, enter the budget information into the sponsor's portal. Sponsors such as NSF, NIH, ARPA-e, American Heart Association, and several others use an online submission system.
  • Review and revise pending proposals and budgets according to university guidelines and changing sponsor requirements, monitoring the status of proposal submissions, updating their status in the proposal database, updating database information on awards received, and preparing administrative reports on new awards for department administration.
  • Coordinate requests for additional information on pending proposals. Work directly with the faculty member and OSP to provide additional information when a proposal is pending with a sponsor and additional information is requested. This may include a revised budget, salary confirmation, rate confirmation, additional justification on line items in the proposed budget; any and all sponsor requests to assist in awarding the proposal. Use discretion, expertise, and independent thinking to decipher what the sponsor is requesting and provide the most applicable and appropriate information.
  • Prepare required documents related to budget modifications, renewal funding, and supplemental funding. When a request for supplemental funding or a renewal for a current award is necessary, work with the faculty member to prepare and submit a complete proposal through the Office of Sponsored Programs (OSP) containing a budget, budget justification and statement of work. Use independent judgment to make suggested changes to the package when necessary to allow for successful submission.
  • Prepare financial reports and analyses as requested by the Assistant Head for Administration and other department administrators.
  • Work with the Department's Business Office to coordinate various post-award activities such as personnel appointments and other charges on sponsored research projects, including an ad-hoc analysis of appropriateness of expenditures on research funds.
  • Work with the OBFS Grants and Contracts Office to ensure funded project accounts are established in a timely manner, requesting and monitoring anticipation accounts when necessary.
  • Complete sponsored project close-out reviews and work with the OBFS Grants and Contracts Office to close completed project accounts in a timely manner.
  • Prepare and record Banner journal entries, including those for month- and year-end close activities, rogue CFOP and other error corrections and necessary entries. Monitor budgets, account balances, and expenditures, making transfers when necessary.
  • Assume additional appropriate duties to further the mission of the department.


Minimum Qualifications (Specialist):
  • Bachelor's degree in accounting, finance, business administration, or a related field
  • Two years of work experience related to grants and contracts administration
  • Ability to organize and manage diverse activities
  • Strong interpersonal, written and oral communication skills
  • Must be highly organized and be able to work under multiple deadlines


Preferred Qualifications (Specialist):
  • Strong background in sponsored research pre- and post-award administration
  • Knowledge of University guidelines and procedures for general accounting, proposal processing, and grant administration
  • Comprehensive understanding of University, College, and Department organization, objectives and goals
  • Knowledge of the operating procedures of the various private and public funding agencies sufficient to permit quality interaction on all administrative matters pertaining to the various agencies


Minimum Qualifications (Coordinator):
  • Bachelor's degree in accounting, finance, business administration, or a related field
  • Three or more years of progressive work experience in grants and contracts administration in a large research institution
  • Ability to perform core job duties independently, utilizing good judgment and prioritization skills
  • Ability to organize and manage diverse activities
  • Strong interpersonal, written and oral communication skills
  • Must be highly organized and be able to work under multiple deadlines


Preferred Qualifications (Coordinator):
  • Master's degree in accounting, finance, business administration, or a related field
  • University of Illinois experience in grants and contracts administration
  • Comprehensive understanding of University, College, and Department organization, objectives and goals
  • Knowledge of University guidelines and procedures for general accounting, proposal processing, and grant administration
  • Knowledge of the operating procedures of the various private and public funding agencies sufficient to permit quality interaction on all administrative matters pertaining to the various agencies


The Grants & Contracts Specialist or Coordinator position is a full-time, benefits-eligible academic professional position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. Applicants may be interviewed before the closing date; however, no hiring decision will be made until after that date. Salary is commensurate with experience and qualifications.

To apply for this position, please create your candidate profile at http://jobs.illinois.edu and upload your cover letter, resume, and names/contact information for three references by July 25, 2018. Full consideration will be given to complete applications received by the closing date. For further information regarding application procedures, contact Denise Corray, [email protected], 217-300-3309.

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: Engineering
Category: 2-Administrative
Title: Grants and Contracts Specialist or Coordinator - Department of Computer Science ( A1800443 )
Open Date: 07/11/2018
Close Date: 07/25/2018
Organization Name: Computer Science

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Job No:
Posted: 7/12/2018
Application Due: 8/9/2018
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