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Posted : Saturday, April 20, 2024 10:05 AM
Grants & Contracts Assistant, Specialist, or Coordinator
Vet Medicine Administration
In 2023 Forbes ranked the University of Illinois Urbana-Champaign as #9 among all US public colleges, on the basis of return on investment, student success, student debt, and alumni leadership and influence.
Only one other campus featuring a veterinary college ranked above Illinois.
The Department of Veterinary Medicine Administration seeks applicants of various skill levels to join our Grants and Contracts team.
Our team creates, oversees, supports, and administers research contracts and other funding opportunities in conjunction with department faculty and administrators to achieve our research and educational goals.
We are actively looking for candidates ranging from Assistants with limited work experience/Specialists with relevant work experience, to Coordinators with specific experience in the field.
Job Summary The Grants and Contracts Assistant with direction from the Associate Director for Grants & Contracts supports the pre- and post-award functions for externally funded sponsored research programs by assuming a role in the development and submission of proposals, and in the financial management of awards funded by federal and non-federal sponsors.
The Grants and Contracts team oversees, supports, and administers research contracts and other funding opportunities in conjunction with department faculty and administrators to achieve our research and educational goals.
Assistant responsibilities: Pre-Award Duties: Assists Principal Investigators (PI) with proposal statuses.
Collects, reviews, and maintains proposal documents for (PI) general compliance and formatting.
Reviews Request for Applications (RFA) requirements and communicates those requirements to PIs related to standard forms and documents for proposal submissions.
Responsible for uploading proposals and details into the MyProposals portal and routing the entry to responsible individuals for approval.
Attends training sessions to increase knowledge and /or skills related to assigned duties.
Assists in maintaining the Vet Med grants listserv emails, including routing communications, answering general inquiries as well as electronic filing and maintaining accurate records of communications.
Post-Award Duties: Serves as Charge Code Reviewer role in Chrome River, iBuy and Pcard purchasing system.
Routes and approves transactions to appropriate fund manager.
Ensures transactions are routed in a timely fashion.
Assists with preparation of monthly and ad hoc financial and non-financial reports for the Vet Med Grants and Contracts team.
Assists in reviewing and updating databases, spreadsheet records, and checklists, as necessary.
Tasks include assisting with data entry, formatting, compiling, reporting, saving, and sharing internal records related to Vet Med sponsored projects.
Assists in tracking and verifying program income, PI effort, cost share, and other contractual commitments related to Vet Med sponsored projects.
Tasks include assisting with data entry, formatting, compiling, reporting, saving, and sharing internal records.
Assists with monitoring account (CFOPAL) expense issues.
Prepares and processes correcting journal vouchers, as needed.
Assists with encumbrance reviews related to sponsored project closeout activities, as necessary.
Serves as backup expense approver when team members are out of office.
Performs other related duties as assigned.
Specialist responsibilities include Assistant duties in addition to: Pre-Award Duties: Supporting faculty on research proposal preparation, including internal routing of applications, budget creation, interpretation of sponsor guidelines, and development of electronic proposals.
Use independent judgment to identify, review, understand, and interpret sponsor guidelines, ensuring all requirements are met, such as deadlines, funding restrictions, eligibility restrictions, potential cost share, general compliance, and other requirements for valid submissions.
Interpret proposal guidelines, assist faculty with proposal budgets, review all materials making changes as needed, and submit timely proposals per university policy.
Review and revise pending proposals and budgets and prepare reports for new awards received.
Post-Award Duties: Working with the college’s Business Office and/or Human Resources to coordinate various post-award activities, such as personnel appointments and other charges on sponsored research projects, including an analysis of appropriateness of expenditures on research funds.
Preparing financial reports, spending projections and analyses as requested by faculty, the Assistant Dean for Budget & Business Operations and the Associate Director of Grants and Contracts.
Assuming additional appropriate duties to further the mission of the department.
Advise faculty and staff on terms of research agreements.
Prepare financial reports, interpreting sponsor guidelines for compliance.
Work with faculty to prepare documents related to budget modifications and budget justifications.
Work with campus Sponsored Programs Administration (SPA) to establish funded project accounts.
Review and close completed project accounts in a timely manner.
Monitor budgets, accounts balances, and expenditures.
Communicate with faculty to ensure their understanding of available funding.
Prepare and review quarterly spending reports with faculty to ensure accurate projections.
Coordinator responsibilities include Assistant and Specialist duties in addition to: Pre-Award Duties: Assisting with the preparation, review, and submission of both routine and complex research proposals to various sponsor agencies.
This includes using independent judgment to prepare budgets, budget justifications, compliance with solicitation requirements, and other proposal materials making sure they are compliant with sponsor guidelines and University policies.
Advise and assist PIs with the preparation, review, and submission of grant proposals through an understanding of sponsor guidelines and the University Sponsored Programs Administration (SPA), ensuring all requirements are met.
Assist with developing complex budgets, justifications, and other documents.
Independently make changes to proposals to meet deadlines.
Monitor and revise pending proposals and budgets as needed to meet changing sponsor requirements.
Use discretion and expertise to work with faculty and SPA to collect additional information as needed.
Post-Award Duties: Managing financial aspects of post-award sponsored project activities.
Work closely with Principal Investigators (PIs) to develop and monitor grant spending plans, including staff planning, appropriate rates of spending, and regularly reviewing and updating project expenditures to ensure compliance with sponsor and University policy requirements.
Review sponsored project expenditures, ensuring integrity, accuracy and allowability of transactions in accordance with project budgets, agreements as well as University and Federal guidelines.
Providing sound financial management of assigned departmental funding to ensure successful compliance with department and University policy.
Preapprove expenditures for assigned departmental funding, making sure they comply with all relevant policies.
Updating and managing Activity Reporting System (ARS) for all relevant staff in the department.
Assuming additional, appropriate duties to further the mission of the department.
Prepare financial reports and analyses to determine if administration of sponsored research projects are in compliance with proposals.
Review and approve purchases on sponsored projects, investigating any unallowable changes to assist faculty with compliance and completion of semiannual certifications.
Review Chrome River, P-Card, and Purchasing App transactions for compliance issues, ensuring all charges are allowable and working with faculty and staff to correct unallowable expenses.
Monitor monthly spending.
Prepare financial forecasts to advise faculty on hiring and spending decisions.
Review and approve appointment allocations on sponsored funding.
Additional Physical Demands Allergies to hay, straw or animal dander may cause discomfort based on the location within the College of Veterinary Medicine.
Minimum Qualifications Required Assistant: Bachelor's degree in business administration, accounting, finance, economics, or a field related to the position.
Specialist: Bachelor's degree in business administration, accounting, finance, economics, or a field related to the position.
Two years of office work experience in a business, government, or higher education environment.
Coordinator: Bachelor's degree in business administration, accounting, finance, economics, or a field related to the position.
Three years of progressive work experience in grants and contracts administration in a research institution.
Qualifications Preferred: Background in sponsored research administration, grants and contracts administration, or an ability and willingness to learn.
Experience with Microsoft Excel and basic data entry.
Illinois CRA Certification Master’s degree in accounting, finance, business administration, or a related field.
University of Illinois experience in grants and contracts administration.
Appointment Information This is a 100% full-time Civil Service 5040 - Grants and Contracts Associate position, appointed on a 12-month basis.
The expected start date is as soon as possible after 1/29/2024.
Salary is commensurate with experience.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.
sucss.
illinois.
gov/pages/classspec/default.
aspx.
Application Procedures & Deadline Information Applications must be received by 6:00 pm (CST) on December 5, 2023.
Apply for this position using the Apply Now button at the top or bottom of this posting.
In order to be considered as a transfer candidate, you must apply for this position.
Applications not submitted through https://jobs.
illinois.
edu will not be considered.
If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment.
For further information about this specific position, please contact Keri Dean keridean@illinois.
edu.
For questions regarding the application process, please contact 217-333-2137.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates.
Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process.
Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.
edu.
Requisition ID: 1021530 Job Category: Administrative Apply at: https://jobs.
illinois.
edu
Only one other campus featuring a veterinary college ranked above Illinois.
The Department of Veterinary Medicine Administration seeks applicants of various skill levels to join our Grants and Contracts team.
Our team creates, oversees, supports, and administers research contracts and other funding opportunities in conjunction with department faculty and administrators to achieve our research and educational goals.
We are actively looking for candidates ranging from Assistants with limited work experience/Specialists with relevant work experience, to Coordinators with specific experience in the field.
Job Summary The Grants and Contracts Assistant with direction from the Associate Director for Grants & Contracts supports the pre- and post-award functions for externally funded sponsored research programs by assuming a role in the development and submission of proposals, and in the financial management of awards funded by federal and non-federal sponsors.
The Grants and Contracts team oversees, supports, and administers research contracts and other funding opportunities in conjunction with department faculty and administrators to achieve our research and educational goals.
Assistant responsibilities: Pre-Award Duties: Assists Principal Investigators (PI) with proposal statuses.
Collects, reviews, and maintains proposal documents for (PI) general compliance and formatting.
Reviews Request for Applications (RFA) requirements and communicates those requirements to PIs related to standard forms and documents for proposal submissions.
Responsible for uploading proposals and details into the MyProposals portal and routing the entry to responsible individuals for approval.
Attends training sessions to increase knowledge and /or skills related to assigned duties.
Assists in maintaining the Vet Med grants listserv emails, including routing communications, answering general inquiries as well as electronic filing and maintaining accurate records of communications.
Post-Award Duties: Serves as Charge Code Reviewer role in Chrome River, iBuy and Pcard purchasing system.
Routes and approves transactions to appropriate fund manager.
Ensures transactions are routed in a timely fashion.
Assists with preparation of monthly and ad hoc financial and non-financial reports for the Vet Med Grants and Contracts team.
Assists in reviewing and updating databases, spreadsheet records, and checklists, as necessary.
Tasks include assisting with data entry, formatting, compiling, reporting, saving, and sharing internal records related to Vet Med sponsored projects.
Assists in tracking and verifying program income, PI effort, cost share, and other contractual commitments related to Vet Med sponsored projects.
Tasks include assisting with data entry, formatting, compiling, reporting, saving, and sharing internal records.
Assists with monitoring account (CFOPAL) expense issues.
Prepares and processes correcting journal vouchers, as needed.
Assists with encumbrance reviews related to sponsored project closeout activities, as necessary.
Serves as backup expense approver when team members are out of office.
Performs other related duties as assigned.
Specialist responsibilities include Assistant duties in addition to: Pre-Award Duties: Supporting faculty on research proposal preparation, including internal routing of applications, budget creation, interpretation of sponsor guidelines, and development of electronic proposals.
Use independent judgment to identify, review, understand, and interpret sponsor guidelines, ensuring all requirements are met, such as deadlines, funding restrictions, eligibility restrictions, potential cost share, general compliance, and other requirements for valid submissions.
Interpret proposal guidelines, assist faculty with proposal budgets, review all materials making changes as needed, and submit timely proposals per university policy.
Review and revise pending proposals and budgets and prepare reports for new awards received.
Post-Award Duties: Working with the college’s Business Office and/or Human Resources to coordinate various post-award activities, such as personnel appointments and other charges on sponsored research projects, including an analysis of appropriateness of expenditures on research funds.
Preparing financial reports, spending projections and analyses as requested by faculty, the Assistant Dean for Budget & Business Operations and the Associate Director of Grants and Contracts.
Assuming additional appropriate duties to further the mission of the department.
Advise faculty and staff on terms of research agreements.
Prepare financial reports, interpreting sponsor guidelines for compliance.
Work with faculty to prepare documents related to budget modifications and budget justifications.
Work with campus Sponsored Programs Administration (SPA) to establish funded project accounts.
Review and close completed project accounts in a timely manner.
Monitor budgets, accounts balances, and expenditures.
Communicate with faculty to ensure their understanding of available funding.
Prepare and review quarterly spending reports with faculty to ensure accurate projections.
Coordinator responsibilities include Assistant and Specialist duties in addition to: Pre-Award Duties: Assisting with the preparation, review, and submission of both routine and complex research proposals to various sponsor agencies.
This includes using independent judgment to prepare budgets, budget justifications, compliance with solicitation requirements, and other proposal materials making sure they are compliant with sponsor guidelines and University policies.
Advise and assist PIs with the preparation, review, and submission of grant proposals through an understanding of sponsor guidelines and the University Sponsored Programs Administration (SPA), ensuring all requirements are met.
Assist with developing complex budgets, justifications, and other documents.
Independently make changes to proposals to meet deadlines.
Monitor and revise pending proposals and budgets as needed to meet changing sponsor requirements.
Use discretion and expertise to work with faculty and SPA to collect additional information as needed.
Post-Award Duties: Managing financial aspects of post-award sponsored project activities.
Work closely with Principal Investigators (PIs) to develop and monitor grant spending plans, including staff planning, appropriate rates of spending, and regularly reviewing and updating project expenditures to ensure compliance with sponsor and University policy requirements.
Review sponsored project expenditures, ensuring integrity, accuracy and allowability of transactions in accordance with project budgets, agreements as well as University and Federal guidelines.
Providing sound financial management of assigned departmental funding to ensure successful compliance with department and University policy.
Preapprove expenditures for assigned departmental funding, making sure they comply with all relevant policies.
Updating and managing Activity Reporting System (ARS) for all relevant staff in the department.
Assuming additional, appropriate duties to further the mission of the department.
Prepare financial reports and analyses to determine if administration of sponsored research projects are in compliance with proposals.
Review and approve purchases on sponsored projects, investigating any unallowable changes to assist faculty with compliance and completion of semiannual certifications.
Review Chrome River, P-Card, and Purchasing App transactions for compliance issues, ensuring all charges are allowable and working with faculty and staff to correct unallowable expenses.
Monitor monthly spending.
Prepare financial forecasts to advise faculty on hiring and spending decisions.
Review and approve appointment allocations on sponsored funding.
Additional Physical Demands Allergies to hay, straw or animal dander may cause discomfort based on the location within the College of Veterinary Medicine.
Minimum Qualifications Required Assistant: Bachelor's degree in business administration, accounting, finance, economics, or a field related to the position.
Specialist: Bachelor's degree in business administration, accounting, finance, economics, or a field related to the position.
Two years of office work experience in a business, government, or higher education environment.
Coordinator: Bachelor's degree in business administration, accounting, finance, economics, or a field related to the position.
Three years of progressive work experience in grants and contracts administration in a research institution.
Qualifications Preferred: Background in sponsored research administration, grants and contracts administration, or an ability and willingness to learn.
Experience with Microsoft Excel and basic data entry.
Illinois CRA Certification Master’s degree in accounting, finance, business administration, or a related field.
University of Illinois experience in grants and contracts administration.
Appointment Information This is a 100% full-time Civil Service 5040 - Grants and Contracts Associate position, appointed on a 12-month basis.
The expected start date is as soon as possible after 1/29/2024.
Salary is commensurate with experience.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.
sucss.
illinois.
gov/pages/classspec/default.
aspx.
Application Procedures & Deadline Information Applications must be received by 6:00 pm (CST) on December 5, 2023.
Apply for this position using the Apply Now button at the top or bottom of this posting.
In order to be considered as a transfer candidate, you must apply for this position.
Applications not submitted through https://jobs.
illinois.
edu will not be considered.
If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment.
For further information about this specific position, please contact Keri Dean keridean@illinois.
edu.
For questions regarding the application process, please contact 217-333-2137.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates.
Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process.
Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.
edu.
Requisition ID: 1021530 Job Category: Administrative Apply at: https://jobs.
illinois.
edu
• Phone : (217) 333-2137
• Location : Urbana, IL
• Post ID: 9005446972
