Grants & Contracts Specialist - Carl R. Woese Institute for Genomic Biology

Carl R. Woese Institute for Genomic Biology (2 vacancies)

Job Summary

Duties & Responsibilities

• Post-Award Financial Management and Compliance
  • Independently manage a portfolio of sponsored research agreements providing comprehensive post-award support for complex, multidisciplinary research projects. Ensure alignment with sponsor guidelines and institutional policies by reviewing budgets, analyzing expenditures, and tracking spending trends.
  • Exercise independent judgment in reviewing and approving expenditures to ensure compliance with sponsor, federal, and University policies. This includes but is not limited to transactions related to personnel appointments, procurement systems, travel, and reimbursements.
  • Prepare and reconcile monthly financial reports and other grant summaries, reports, and documents with minimal oversight. Independently develop financial projections, recaptures, and spend plans based on PI needs, award terms, and ongoing project goals.
  • Proactively identify and resolve budgetary issues, such as rogue accounts, salary issues, or erroneous charges. Initiate journal vouchers in BANNER.
  • Maintain accurate internal records, including spreadsheets, databases, and procedural checklists. Independently enter, track, and format data for reporting to faculty, administration, and/or sponsors.
• Faculty Support and Grant Financial Advising
  • Collaborate directly with PIs and advise on the implications of hiring, staffing plans, and large expenditures (e.g., equipment purchases). Ensure expenditures and personnel actions are financially supported, compliant, and appropriately documented.
  • Independently process, track, and conduct compliance reviews of faculty effort, cost share commitments, progress reports, and expenditure certifications. Track program income and ensure financial data is complete and accurate.
  • Directly work with SPA to update the Activity Reporting System (ARS), ensuring that cost-sharing obligations and faculty effort commitments are appropriately tracked and reported.
• Award Lifecycle Administration
  • Independently manage sub-awards, process payments, and coordinate with faculty, SPA, and/or subrecipient institutions to ensure timely execution and compliance with contractual terms.
  • Support grant and contract negotiations in coordination with SPA Pre-Award, acting proactively and independently.
  • Oversee award setup and close-out processes, with minimal supervision, including but not limited to anticipation account creation, budget implementation and entry, and verification of compliance requirements such as Financial Conflict of Interest (FCOI) disclosures and research security training. Ensure complete close-out reviews, resolution of projected shortfalls, and timely submission of all required close-out documentation, including final reports and certifications.
• Compliance, Audit, and Policy Interpretation
  • Serve as a liaison to SPA. Independently interpret and apply sponsor and University policies. Take action to troubleshoot problems, recommend process improvements, and ensure proactive compliance.
  • Prepare audit documentation and assist as a point of contact during internal and external audit processes. Respond to audit findings and follow up on required actions in collaboration with the supervisor.
  • Maintain current knowledge of federal, state, and institutional regulations governing sponsored research. Participate in relevant professional development and training opportunities.
• Professional Development and Special Projects
  • Mentor junior staff and contribute to the development and implementation of internal procedures.
  • Complete special projects and additional duties assigned to support the IGB’s mission.

Additional Physical Demands

Minimum Qualifications

1. Bachelor’s degree in business administration, accounting, finance, economics, or a related field.

2. Three (3) years of grant and contract administration experience within a research university setting.

Preferred Qualifications

Proficiency with the BANNER financial system.
Experience with University of Illinois systems and fund accounting principles.
UIUC Certified Research Administrator Certificate.
Proficiency with Excel.

Knowledge, Skills and Abilities

• Strong analytical and problem-solving skills, with the ability to interpret complex data and draw sound conclusions.
• Excellent written and verbal communication skills, and the ability to work independently with minimal supervision.
• Highly organized, able to prioritize tasks, manage competing deadlines, and maintain accuracy in a fast-paced, high-volume environment.
• Proactive and resourceful, willing to take on responsibilities and exercise independent judgment and discretion.
• Proficient in Microsoft Excel and Word, with the ability to use technology to support financial and administrative processes.
• Knowledge of principles and procedures related to monitoring and administration of grants and contracts.
• Ability to understand and independently apply federal, state, and sponsor-specific regulations, policies, and procedures related to sponsored research 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 11/17/2025. We have 2 vacancies for this title. The salary range is $60,000 to 70,000. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, and candidate experience and qualifications.

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 (Central Time) on December 1, 2025. 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 Jana Lenz at janalenz@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

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, 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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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: 1033607
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu