Grants and Contracts Specialist/Coordinator – Beckman Institute

The Beckman Institute for Advanced Science and Technology at the University of Illinois Urbana-Champaign has an opening for a Grants and Contracts Specialist or a Grants and Contracts Coordinator. The Grants and Contracts Specialist will manage financial and regulatory aspects of sponsored research grants, contracts and subcontracts for faculty investigators. This position will perform activities related to the complete lifecycle of sponsored program administration, including budgeting, accounting, compliance and reporting support. The Specialist must maintain familiarity with federal and University guidelines to effectively administer awards from federal and private sponsors. The Grants and Contracts Coordinator will manage financial and regulatory aspects of complex sponsored research grants, contracts, and subcontracts for faculty investigators. This position will perform activities related to the complete lifecycle of sponsored program administration, including reviewing and interpreting complex sponsor guidelines, budgeting, accounting, compliance and reporting. The Coordinator must maintain familiarity with federal and University guidelines to effectively administer awards from federal and private sponsors.

Grants and Contracts Specialist
Duties & Responsibilities

• Pre-Award
  • Work directly with Beckman faculty on proposal submissions, including counseling on the process, reviewing and understanding research solicitations and interpreting guidelines and submission requirements in accordance with university and agency regulations.
  • Prepare complex budgets and justifications and assist with current and pending support as well as other documentation required for proposal submission.
  • Assist proposers with entering budget information into sponsor portals and initiate internal record in myProposal portal and agency portals when required.
• Post-Award
  • Review and approve the use of grant funds for expenses such as employee appointments, i-Buy orders, P-card expenses and travel reimbursements to ensure integrity, accuracy and allowability in accordance with budgets, agreement terms and applicable policies and procedures.
  • Review, process, monitor and track subaward agreements and payments. Monitor and request anticipation accounts, no cost extensions and contract modifications.
  • Review progress reports and monitor faculty effort to ensure compliance with policies and make recommendations for change when necessary. Assist with reporting when required.
  • Prepare, review, and reconcile monthly grant accounting reports for researchers and management. Ensure the accuracy of various types of expenditures and procurement procedures for all grant funding using professional accountancy knowledge.
• Pre- and Post-Award
  • Maintain knowledge of Sponsored Program Administration (SPA) guidelines for all pre-award and post-award activities. Consult with SPA for required documentation, reporting and close-out activities.
  • Assist in conflict resolution with grants and contracts business activities to identify and resolve problems.
  • Maintain knowledge of sponsor rules and regulations for grant expenditures, allowable/unallowable costs, rebudgeting, carryforward, etc.
  • Participate in continuing professional development (e.g. conferences, seminars, webinars, etc.) to improve knowledge and judgement.
  • Provide backup support for team members during absences (e.g., vacation, leave or high-volume periods) to ensure continuity of operations. Perform other duties as assigned to support team and departmental needs.

Minimum Qualifications

• Bachelor’s degree in business administration, accounting, finance, economics or a field related to the position.
• One (1) year of professional experience in business, finance or related field.

Preferred Qualifications

• Work experience at an institution of higher education or experience working with federal grants.
• UIUC Certified Sponsored Research Administrator.

Knowledge, Skills and Abilities

• Ability to organize and manage diverse activities in a time sensitive environment.
• Excellent communication and customer service skills.
• Strong background in accounting principles and business practices.
• Knowledge of, or the ability to learn, federal, state and funding agencies policies, procedures, laws, regulations and codes applicable to the administration of grants and contracts.
• Knowledge of, or the ability to learn, University policies and procedures.
• Knowledge of computers, including word processing, spreadsheets and database management.

Grants and Contracts Coordinator
Duties & Responsibilities

• Pre-Award
  • Work directly with Beckman faculty on proposal submissions, including counseling on the process, reviewing and understanding research solicitations and interpreting guidelines and submission requirements in accordance with university and agency regulations.
  • Prepare complex budgets and justifications and assist with current and pending support as well as other documentation required for proposal submission.
  • Assist proposers with entering budget information into sponsor portals and initiate internal record in myProposal portal and agency portals when required.
• Post-Award
  • Review and approve the use of grant funds for expenses such as employee appointments, i-Buy orders, P-card expenses and travel reimbursements. Review, monitor and process subaward agreements, payments and other modifications.
  • Review progress reports and monitor faculty effort to ensure compliance with policies and make recommendations for change when necessary. Assist with reporting when required.
  • Prepare, review, and reconcile monthly grant accounting reports for researchers and management. Ensure the accuracy of various types of expenditures and procurement procedures for all grant funding using professional accountancy knowledge.
• Pre- and Post-Award
  • Maintain knowledge of Sponsored Program Administration (SPA) guidelines for all pre-award and post-award activities. Consult with SPA for required documentation, reporting and close-out activities.
  • Serve as a resource for staff through mentoring and training. Complete special projects as assigned.
  • Assist in conflict resolution with grants and contracts business activities to identify and resolve problems.
  • Maintain knowledge of sponsor rules and regulations for grant expenditures, allowable/unallowable costs, rebudgeting, carryforward, etc.
  • Participate in continuing professional development (e.g. conferences, seminars webinars, etc.) to improve knowledge and judgment.
  • Provide backup support for team members during absences (e.g., vacation, leave or high-volume periods) to ensure continuity of operations. Perform other duties as assigned to support team and departmental needs.

Minimum Qualifications

• Bachelor’s degree in business administration, accounting, finance, economics or a field related to the position.
• One (1) year of professional experience in business, finance or a related field.
• Two (2) years of professional work experience in grants and contracts administration.

Preferred Qualifications

• Work experience at an institution of higher education or experience working with federal grants.
• UIUC Certified Sponsored Research Administrator.

Knowledge, Skills and Abilities

• Strong background in sponsored research administration.
• Demonstrated knowledge of University guidelines, policies and procedures.
• Effective analytical and problem-solving skills.
• Ability to independently interpret policy and make informed decisions related to research administration.
• Knowledge of, or the ability to learn, federal, state and funding agencies policies, procedures, laws, regulations and codes applicable to the administration of grants and contracts.
• Knowledge of, or the ability to learn, University policies and procedures.
• Knowledge of computers, including word processing, spreadsheets and database management.

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 posting period closes. The salary range for the Grants and Contracts Specialist is $63,000/year - $67,000/year. The salary range for the Grants and Contracts Coordinator is $67,000/year - $71,000/year. 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 https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on January 5, 2026. 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 jobs@beckman.illinois.edu. For questions regarding the application process, please contact 217-333-2137.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

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: 1033716
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu