University of Illinois Springfield
Location
Springfield, IL | United States
Job description
Grants and Contracts Associate
Posting Category:
About UIS: Located in the state capital, the University of Illinois Springfield is one of three members of the University of Illinois system. The University serves more than 4,000 students in 44 graduate and 56 undergraduate programs. You are encouraged to visit the university web page at
Application deadline: 3/19/2024
Minimum Starting Salary: $23.12 per hour / 7.5 hour day
Summary:
The Grants and Contracts Associate position is responsible for working in coordination with the Director of Research & Sponsored Programs Post-Award to oversee the administration of sponsored programs financial activity, including state and federal financial aid grants and loans. This position is also responsible for maintaining the data necessary for assuring compliance with applicable institutional policies and procedures, rules and regulations of the sponsoring agencies, the employing institutions, applicable state and federal requirements and contractual obligations. This position acts as a liaison between external agencies, university administrators, faculty and staff to assure proper disbursement and reporting of grant funds and assists with the preparation of financial reports and performs a variety of other duties related to integrating University policies with applicable sponsor policies and procedures.
Duties & Responsibilities:
Create and maintain sponsored research awards in the University's financial system. Perform detailed, thorough review and analysis of executed award documents, interpreting sponsor terms, conditions and budgets. Utilize independent judgment to administer the award applying individual sponsor terms and conditions, University policy and federal grants management requirements as appropriate throughout the life of the award. Accurately translate this Information into the functionality of the financial system and other ancillary systems such as cost share and cash management. Review and process amendments and modifications. Create and maintain grant files.
Enter and update grant/financial data in Banner, the GCO Access database, and on-line systems for government, state and private entities: maintain compliance with security protocols defined by each sponsor.
Exercise independent judgment in preparing periodic invoices and reports (financial, property, etc.) and obtaining signatures as needed for timely submission to the sponsor. Process billing events for invoices or cash draws on awards in Banner. Analyze sponsored project accounts receivable balances to maximize cash flow and assist in resolution of unpaid or past due accounts receivable balances.
Monitor transactions expensed against grant budgets for timeliness, accuracy, and allowability based upon detailed review of the University and governing sponsor policies, procedures and award budgets. Authority to approve or disapprove expenditures pre and post audit and ensure that all additional documentation is provided in accordance with University policy.
Regularly review awards for close out and follow up on outstanding items with departmental personnel and faculty. Determine that all award requirements are met, including but not limited to expenditure review, F&A analysis, billing, reports, cost share commitments, rogue review, and adjustments.
Assist departmental staff involved in grants and contracts administration by serving as a subject matter expert, interpreting and providing guidance on University policies and sponsor regulations.
Coordinate cost share commitments contained in the award documents; includes entering appropriate information into cost share database and collaborating with departments to ensure the commitments are fulfilled.
Develop and maintain a thorough understanding of the Office of Management and Budget Circulars (Uniform Guidance) and applicable updates to the administration of each award.
Independently keep abreast of changes or updates in sponsored project terms and conditions and University policies and procedures as they relate to the establishment/maintenance of sponsored project accounts.
Other duties as assigned appropriate for the Grants and Contracts Associate classification.
Minimum Qualifications:
1. Bachelor's degree in business administration, accounting, finance, economics or a field related to the position
2. Additional knowledge, education, training and/or sponsored project experience in the area of specialization inherent to the position may be required:
Knowledge, Skills & Abilities:
Demonstrated skills and experience using computers, specifically the Microsoft Office suite (e.g. Word, Excel, Outlook, and Access) and an Internet browser (e.g. Microsoft Internet Explorer, Mozilla Firefox, or comparable browser).
Thorough understanding of Office of Management and Budget Circulars and the Uniform Guidance.
Demonstrated work experience with grants and contracts policies and applicable sponsor regulations and experience interpreting and advising on their application.
Knowledge of various sponsor payment and financial reporting systems.
A working knowledge of the Banner Financial System, with special emphasis on the Banner Grants Module.
Demonstrated working knowledge of keyboarding, grammar, and proofreading skills, with a strong emphasis on accuracy and applicable formats and criteria.
Well-developed and effective verbal and written communications skills.
Strong interpersonal skills that reflect courtesy, diplomacy, and a collaborative approach to develop and maintain effective work relationships.
Ability to 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.
Knowledge and respect of policies and procedures outlined for the University of Illinois and the department.
Strong analytical and problem-solving skills.
Employment Policies and other information:
Failure to accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam.
UIS an affirmative action/equal opportunity employer with strong institutional commitment to recruitment and retention of a diverse and inclusive community. Women, minorities, veterans, and persons with disabilities are encouraged to apply. As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.
The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with state and federal law.
UIS employees are strongly encouraged to stay up to date with the most recent COVID-19 vaccination available as a barrier to serious illness.
The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current or former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment.
UIS employment in this role is not covered by Social Security, and instead, is covered by the State University Retirement System.
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 by contacting UIS HR at [email protected] or call 217-206-6652.
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