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Research Administration Specialist/Coordinator - Mechanical Science and Engineering (105938)

Job description


Research Administration Specialist/Coordinator

Mechanical Science and Engineering

University of Illinois at Urbana-Champaign

The Department of Mechanical Science and Engineering seeks applicants for the position of Research Administration Specialist or Coordinator.

PRIMARY POSITION FUNCTION:

The Research Administration Specialist supports the pre- and post-award functions for externally funded sponsored research projects by assuming a role in the development and submission of proposals, and in the financial management of funded federal and non-federal awarded grants and contracts. The Specialist is responsible for maintaining familiarity with federal solicitations and changing federal regulations and guidelines associated with research administration in order to support the effective management of research programs.

The Research Administration Coordinator supports the pre- and post-award functions for externally funded complex sponsored research projects by assuming a key role in the development and submission of proposals, and in the financial management of funded federal and non-federal awarded grants and contracts. This position is responsible for maintaining familiarity with federal solicitations and changing federal regulations and guidelines associated with research administration in order to support the effective management of research programs.

DUTIES AND RESPONSIBILITIES INCLUDE BUT VARY BASED ON POSITION LEVEL:

  • Provide support to faculty and principal investigators in the preparation and submission of routine proposals to various federal and non-federal sponsors. This includes reviewing and interpreting sponsor regulations and guidelines, as well as University policies and procedures for submission and ensuring all requirements are met. This includes preparation of proposal application packages for appropriate submission systems, budgets and budget justifications and other proposal documentation as required.
  • Serve as liaison to Sponsored Programs Administration (SPA) and assist them in grant/contract negotiations as necessary. Follow up on pending agreements and work with SPA to ensure they are finalized and funded project accounts are established in a timely manner.
  • Assist faculty and principal investigators with the management of their funded research programs, projects and accounts, including preparing financial forecasts as necessary. Advise faculty on the financial aspects of hiring decisions and major spending decisions, such as large equipment purchases, as necessary. Assist with the management of personnel budgets and expenditures by reviewing and approving proposed appointments in the My.Appointments application and by redistributing appointments of principal investigators and research staff in response to changes in research efforts.
  • Assist with the semi-annual principal investigator expenditure certification process to obtain certifications in a timely manner.
  • Maintain various reports and spreadsheets to effectively manage sponsored project funds.
  • Analyze sponsored project budgets and review actual expenditures to ensure allowability, integrity and accuracy of all financial transactions. This includes designing and running simple and complex queries in the Decision Support Data Warehouse as necessary and reviewing/analyzing the results and supporting transactional details.
  • Monitor investigator effort on sponsored projects for assigned faculty to ensure investigators meet their effort obligations on their awards. Recommend changes in investigator effort and appointment requests as necessary to ensure compliance with effort obligations. When necessary, obtain sponsor approval for deviations from budgeted effort.
  • Serve as liaison to the campus SPA Postaward Office and assist them in account set up, management, budget development and input, billing, and close out as necessary. Ensure completed projects are closed timely. Prepare reports for SPA Postaward and/or the sponsor as necessary.
  • Complete sponsored project close-out reviews and work with SPA Postaward to close completed project accounts in a timely manner. Ensure allowability of charges on awards prior to close out. This includes designing and running simple and complex queries in the Decision Support Data Warehouse, as necessary, reviewing/analyzing the results and supporting transactional details, and transferring unallowable or questionable charges to other funding sources.
  • Request and monitor anticipation accounts, subaward agreements, and no-cost and other contract extensions as necessary.
  • Assist with the maintenance of the Activity Reporting System (ARS) for assigned faculty. Update ARS as necessary and in accordance with the department allocation policy and discussion with faculty to ensure faculty teaching, research, public service, cost-sharing and other efforts are correctly reflected in ARS and cost-sharing effort obligations are met.
  • Participate in the campus research administration community through attendance at OSP/GCO meetings, Sponsored Programs and Research Compliance (SPaRC) meetings, College of Engineering meetings, and serve on various committees to enhance and improve administration efforts.
  • Assist with the completion of Reports of Sponsored Research Activities and their reconciliation to faculty Biographical Data Forms (BDFs).
  • Assist the department human resources function by the review and approval of faculty and graduate student appointments.
  • Assist the department purchasing and payables functions by the review and preapproval of purchasing transactions with possible compliance issues, and the review and approval of Travel and Expense Management (TEM) system transactions.
  • Other duties as assigned.


QUALIFICATIONS - RESEARCH ADMINISTRATION SPECIALIST:

Required:
  • Bachelor's degree in accounting, finance, business administration, or a related field.
  • Two years of professional work experience in business, finance, or a related field.

Preferred:
  • Illinois Certified Research Administrator designation.


QUALIFICATIONS - RESEARCH ADMINISTRATION COORDINATOR:

Required:
  • Bachelor's degree in accounting, finance, business administration, or a related field.
  • Two years of work experience in research administration.

Preferred:
  • Illinois Certified Research Administrator designation.


HIGHLY QUALFIED APPLICANTS WILL HAVE THE FOLLOWING:
  • Ability to organize and manage diverse activities. Excellent customer service, follow-up, and computer skills.
  • Strong background in accounting principles and sponsored research pre- and post-award administration is preferred.
  • Knowledge of University guidelines and procedures for general accounting, proposal processing, and grant administration is preferred.
  • Comprehensive understanding of University, College, and Department organization, objectives and goals is preferred. Familiarity with database development and management is preferred. Familiarity with University personnel administration policies and procedures is preferred.
  • 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 is preferred.


SALARY AND APPOINTMENT INFORMATION

This is a full-time Civil Service Grants and Contracts Associate position appointed on a 12-month service basis. The expected start date is as soon as possible after the application deadline. Salary is commensurate with experience.

APPLICATION PROCEDURES AND DEADLINE INFORMATION

To apply for this position, please create a candidate profile at https://jobs.illinois.edu and upload your cover letter, resume (months and years of employment must be included), and academic credentials (copies of unofficial transcripts or diploma may be acceptable) by December 20, 2018. An online application will require names and contact information including email addresses for three references. In order to be considered as a transfer candidate, you must apply for the position. Applications not submitted through this website will not be considered. For further information regarding application procedures, you may contact John Wierschem at [email protected]

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: College of Engineering
Category: 2-Administrative
Title: Research Administration Specialist/Coordinator - Mechanical Science and Engineering (105938)
Open Date: 12/07/2018
Close Date: 12/20/2018
Organization Name: Mechanical Sci and Engineering

PI106089518

 

 

 

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Job No:
Posted: 12/8/2018
Application Due: 2/6/2019
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