The Illinois Quantum Information Science and Technology Center (IQUIST) housed in the Materials Research Laboratory (MRL) is a team of dynamic professionals working together at the University of Illinois Urbana-Champaign to support the IQUIST programs, faculty, and initiatives. We are searching for a Research Program Coordinator or Research Program Manager to join our growing team.

The Research Program Coordinator will coordinate and manage all administrative, business, research, and development activities. The Research Program Manager will work collaboratively with faculty, staff, and students at IQUIST and external collaborators to develop and implement a variety of programmatic initiatives designed to enable the success of federally funded quantum information science research programs, such as the DOE Energy Frontier Research Center for Quantum Sensing and Quantum Materials and the NSF Quantum Leap Challenge Institute Hybrid Quantum Architectures and Networking.

As a member of our team, you will enjoy a challenging, cooperative work setting. Regardless of your research administration experience, we provide ample training on IQUIST specific programs and projects as well as policies and best practices applicable to the Research Program Coordinator and Research Program Manager roles. We welcome individuals who thrive in a fast-paced environment, enjoy working autonomously but also collaboratively as a member of a team, and who demonstrate a strong commitment to their work.

DUTIES AND RESPONSIBILITIES - Specific duties and responsibilities include the following but vary depending on position level.

RESEARCH PROGRAM COORDINATOR - DUTIES

Program Management

· Exercise independent judgment and discretion in all areas and perform work with only occasional guidance from supervisor and assigned faculty member(s).

· Coordinate, facilitate, and attend meetings including setting agendas, and communicating and coordinating meeting deliverables. Recommend best practices or changes that facilitate improvement in meeting objectives and outcomes. Manage administrative affairs of faculty research activities. This includes but is not limited to:

o Establishing short- and long-term goals, maintaining, and following up on cyclical deadlines

o Ensuring that resources are directed efficiently toward achieving objectives and reaching deliverables on time.

o Coordinating post-award compliance activities

o Performing personnel appointment analysis

o Conducting reference letter research

o Proactive scheduling management

· Responsible for handling all research correspondence, acting as a resource, and managing all organizational tasks related to the research programs including publication management.

· Assure that project documents, records, data, and archives are maintained and organized.

· Utilize or develop tracking analysis, assessment tools, or other resources to evaluate the effectiveness of processes, programs, and activities.

· Coordinate visits from granting agencies, research collaborators, and other stakeholders.

Administrative Support

· Perform publication management including proofreading, editing, preparing, and electronically submitting scientific journal articles and manuscripts.

· Serve as a liaison with publishers, granting agencies, newspapers and other press contacts, departmental business offices, and staff.

· Maintain faculty personal data, including but not limited to C&P, CV/biodata, and list of collaborators.

· Coordinate and arrange detailed travel itineraries and accompanying travel arrangements for faculty and group researchers. This includes travel and lodging arrangements, payment of registration fees, and processing reimbursements.

· Manage safety and other research resources for each research group, including lab standard operating procedures, individual safety training certification, and associated documents.

· Serve as the primary contact between students, staff, collaborators, outside agencies, and principal(s) to ensure the timely response, referral, or action necessary for a positive result to requests, questions, or concerns.

· Proofread student posters and student conference abstracts.

· Oversee the design and maintenance of research group web pages; serve as liaison to service providers as needed. Support and drive communication efforts for related initiatives.

· Assist with preparation and distribution of evaluation and reference letters.

· Assist with visits by postdoctoral research associate candidates and supervise the on- and off-boarding of graduate student researchers.

· Plan and coordinate with HR on student and postdoctoral staffing needs, including appointments, reappointments, visas, salary increases, and labor distributions.

· Supervise student employees as necessary.

Financial & Grant Management

· Manage faculty budgeted effort on sponsored research to ensure adherence to commitment to external agencies.

· Manage a complex portfolio of faculty funds such as institutional, sponsored research, and gift, including monthly reconciliation and analysis of financial statements to determine compliance with budgetary and technical requirements of the university system and granting agencies. This includes frequent interaction with appropriate business offices to ensure accurate financial reporting.

· Act as a liaison between faculty and the Office of Technology Management to manage group technology.

· Manage the planning, coordination, and publication of progress and financial reports for research activities as required for reporting to campus offices and funding agencies.

In collaboration with the appropriate financial and research administrative staff, coordinate the collection, preparation, and submission of multi-disciplinary research grant proposals to various granting agencies.

Event, Meeting, and Seminar Management

· Coordinate events such as sponsor review meetings, workshops, etc. Duties include event committee coordination and support, development of online infrastructure (registration, applications, event website), correspondence with speakers and attendees, preparation of complex schedules, arranging logistics and accommodations, and coordinating catering. Manage events on-site.

· Manage the schedules, itineraries, travel accommodations, and reimbursements associated with the event.

· In collaboration with the appropriate financial and research administrative staff, assist with the budget development and budget oversight of expenditures for various aspects of the event.

Perform other duties as assigned.

RESEARCH PROGRAM COORDINATOR - QUALIFICATIONS

Minimum Qualifications:

· Bachelor’s degree.

· One year of administrative, grant management, financial, research compliance, and/or related fields.

· Possess Sponsored Programs and Research Compliance (SPaRC) series certification, or enrollment with active progression, within probationary period.

Knowledge, Skills, and Abilities:

· Demonstrated knowledge and ability in meeting submission deadlines of reports or the like that involve multi-faceted, detail-oriented tasks.

· Demonstrated leadership ability that includes a high level of initiative, exercising discretion, and working independently in managing and overseeing projects.

· Problem-solving skills with the ability to be resourceful using on-campus resources.

· Ability to work efficiently with minimal supervision.

· Ability to prioritize tasks and work independently in a fast-paced, multitasking environment.

· Ability to develop and maintain effective work relationships with internal and external constituencies.

· Outstanding organizational skills and exceptional oral and written communication skills.

· Knowledge of budget analysis, as well as proficiency in word processing programs, website templates, spreadsheet operation and presentation software.

RESEARCH PROGRAM MANAGER - DUTIES

Research Program Management

· Work directly with the leadership of federally funded programs and IQUIST to develop and monitor program initiatives, design events, develop and organize budgets, and coordinate travel.

· Participate in establishing goals, maintaining timelines, and ensuring that resources are directed appropriately toward achieving objectives.

· Maintain in-depth knowledge of grant guidelines to coordinate the comprehensive and compliant execution of assigned projects in accordance with research governing entity requirements.

· Help develop, coordinate, and maintain a filing system for each grant, along with federal guidelines, correspondence, progress reports, publications, etc.

· Facilitate and oversee planning and scheduling of internal/external meetings, including managing logistics and preparing agendas.

· Work with IQUIST staff to ensure accurate and up-to-date records of documents and reports of meetings, conference calls, etc.

· Perform related duties as assigned.

Technical Writing and Professional Development

· Prepare and coordinate communication products, publications, reports to internal and external stakeholders, collaborators, and partners.

· Develop and edit presentations on behalf of collaboration leads and IQUIST leadership.

· Prepare and track progress reports and reviews in accordance with funding and reporting requirements.

· Assist in the preparation of grant proposals and identify new program opportunities.

Research Program Partnerships and External Stakeholder Relations

· Serve as a liaison with funding sponsor(s), industrial advisory board members, research faculty, students, and staff.

· Provide coordination for multi-institutional collaboration, including working with staff at partner institutions to achieve the goals of program.

· Support and develop industry collaborations and strategic partnerships, including those that align with the IQUIST mission.

· Help promote and cultivate an engaged and collaborative consortium team culture for multi-institutional research programs.

RESEARCH PROGRAM MANAGER - QUALIFICATIONS

Minimum Qualifications:

· Bachelor's degree in Engineering, Physical Science, Mathematics, or a field related to the position.

· Three years of work experience in research administration and or project management.

· Demonstrated experience working with federally funded scientific and/or engineering programs (such as physics, chemistry, math, computer science, and/or materials science).

· Master’s Degree in an area consistent with the duties of the position may be substituted for one (1) year of work experience.)

· Possess Sponsored Programs and Research Compliance (SPaRC) series certification, or enrollment with active progression, within the probationary period.

Preferred Qualifications:

· PhD in Engineering, Physical Science, Mathematics, or a field related to the position.

· 3-5 years of experience working in a technical field, with at least 2 years with research administration/project management responsibilities.

· Track record of establishing cooperative relationships with internal and external colleagues and collaborators, from academia, government, and industry.

Knowledge, Skills, and Abilities:

· Proficient in Outlook, Word, Excel, and PowerPoint and collaboration platforms such as Microsoft Teams, Google Drive and Slack.

· Excellent writing, editing, and proofreading skills.

· Excellent oral communication skills.

· Ability to organize meetings, schedules, and events.

· Ability to follow multiple detailed directions of various protocols and meet deadlines.

· Ability to maintain confidentiality.

· Strong organizational, planning, problem solving and project management skills.

· Ability to work independently and creatively.

APPOINTMENT INFORMATION

This is a full-time Civil Service Program Coordinator position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. The minimum salary for each position is as follows, commensurate with experience: Research Program Coordinator $50,000, Research Program Manager $70,000. Work authorization is not available for this position. A hybrid work schedule is possible.

APPLICATION PROCEDURES AND DEADLINE INFORMATION

Applications must be received by 6:00 pm (CST) on October 25, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three references. 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 Summer Redman and sredman@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: 1019895
Job Category: Administrative
Apply at: https://jobs.illinois.edu

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