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Location

Urbana, IL | United States

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Job description

Grants and Contracts

Assistant/Associate/Specialist
School of Molecular & Cellular Biology

University of Illinois Urbana-Champaign

Job Summary
This position is part of the School of Molecular & Cellular Biology sponsored research/grants team. This team manages financial and regulatory aspects of sponsored research grants, contracts, and subcontracts for faculty investigators in a nationally recognized top-volume research environment for the Departments of Biochemistry, Cellular & Developmental Biology, Molecular & Integrative Physiology, and Microbiology. The Grants and Contracts staff member is responsible for assisting in monitoring grants and contracts financial activity to ensure compliance with guidance and regulations. This person provides assistance to senior level staff and Principal Investigators in creating budgets and spending plans for assigned grant submissions.
Duties & Responsibilities

Grant Oversight

• Develop and provide financial plans and reports associated with the administration of grants and contracts. This includes expenditure reports and forecasts requested by senior grants staff and/or Principal Investigators.

• Provide analysis and support to professional staff in grant preparation and management. Collect, maintain, and prepare data necessary for such analyses.

• Take actions necessary for the accurate administration of grants and contracts, including monitoring application status, tracking award processes, establishing sub-awards, confirming expenditures, creating journal vouchers, performing employee labor distributions, and reconciling accounts.

• Facilitate the grant proposal process, including pre-award, post-award, and sub-award requirements.

• Process and submit sub-award invoice requests on grant funds after approval for payment by senior grants staff and PI.

• Assist senior grants staff with grants close outs. May include reviewing for unallowable expenses, clearing encumbrances, and communicating with faculty regarding final close out plans. (Assistant level only)

• Assure the administrative requirements associated with federal appropriations, cost sharing, matching funds, and unit administered grants, etc. are attained.

• Utilize grant submission and tracking programs including Grants.gov, Research.gov, PRIDE proposals, and other sponsored research electronic systems. Provide interpretations of travel regulations, Banner coding, and other policies and procedures that pertain to grants.

• Review invoices and statements, verifying information, ensuring funds are available and fiscal activity complies with policy and procedures.
  (Associate level, the above plus:)

• Complete corrective journal vouchers entries and labor redistributions to maintain the integrity of program expenses.

• Provide interpretation of agency, university, and institute polices and procedures.
  (Specialist level, the above plus:)

• Prepare post-award fiscal reports.

• Monitor and approve grant expenditures to assure they are allowable, allocable, appropriate, and reasonable.

• Reconcile and verify expenditures monthly, accurately reflecting obligations.

• Provide monthly and adhoc reports of expenditures and projections to the PI, review statements, and develop spend plans.

• Process invoices from subaward agencies, review expenditures for allowability, and provide backup to prime agency.

• Assure expenditure confirmation are reviewed and approved by PIs semi-annually.

• Provide documentation for internal and external audits.
  Grant Set up and Close-out (Associate level)

• Administer the grant closeout process. May include reviewing for unallowable expenses, clearing encumbrances, and communicating with faculty regarding final close-out plans.
  (Specialist level, the above plus:)

• Facilitate the setup process for new awards.
  Other

• Keep abreast of developments in this discipline.

• Perform other duties as needed in order to further the mission and goals of the MCB Business Office.
  (Specialist level, the above plus:)

• Maintain own sponsored research skills through continued training.
  Required Qualifications
  Bachelor's degree in business administration, accounting, finance, economics or a field related to the position.
  Specialist level- the above plus: Three (3) years of experience working with Principal Investigators, funding agencies, and the Sponsored Programs Administration. University of Illinois Certified Research Administrators (Illini CRA).
  Preferred Qualifications
  University grants management experience.
  Associate/Specialist Levels- the above plus: University of Illinois Certified Research Administrators (Illini CRA).
  All levels: Knowledge of generally accepted accounting principles used for determining allowability, reasonableness, and allocation of costs applicable to grants, contracts, or other agreements.
  Effective organizational, analytical and problem-solving skills; including proven abilities working with diverse types of business information.
  Excellent skills in using software and database applications for accounting and general financial tracking.
  Effective communication, personal relations, collaboration, organizational, teamwork, and leadership skills. Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion.
  Demonstrated ability to perform effectively in a diverse and fast-paced work environment consisting of multiple and changing priorities with stringent deadlines, under minimal supervision.
  Attention to detail, sound judgment, and strong conflict resolution skills.
  Proficiency working with commonly-employed software and databases.
  Ability to maintain confidentiality.
  Specialist Level- the above plus: Knowledge of procedures used in the preparation of proposals and project accounting including new account set-up and closing, daily accounting procedures, budgeting, and re-budgeting processes. Ability to identify and implement required actions, provide technical advice and information to researchers and staff in area of expertise.
  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 the deadline date. The starting salary for this position is $45,000. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. Sponsorship for Work authorization is not available for this position.
  For more information on Civil Service classifications, please visit the SUCSS web site at .
  Application Procedures & Deadline Information
  Applications must be received by 6:00 pm (CST) on January 31, 2024. To apply for this position, please create a candidate profile at , use the Apply Now button on the posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences.
  In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through 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 [email protected] . For questions regarding the application process, please contact 217-333-2137.
  The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.
  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 [email protected] .
  Requisition ID : 1021435
  Job Category : Administrative
  To apply, visit
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About University of Illinois - Urbana-Champaign

The University of Illinois at Urbana-Champaign has earned a reputation as a world-class leader in research, teaching, and public engagement. With our land-grant heritage as our foundation, we pioneer innovative research that tackles global problems and expands the human experience. Our transformative learning experiences, in and out of the classroom, are designed to produce innovative alumni who desire to make a significant, societal impact.

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