Job Summary

Specialized Grant Management
• Independently manage high-profile grant portfolios, assuming responsibility for major grants. Including but not limited to a large-scale DOE and ARPA-H grant, and other complex grants.
• 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.
• Serve as a liaison to SPA.
• Proactively identify and resolve budgetary issues for major grants, taking initiative to troubleshoot and maintain compliance.
• Initiate Journal vouchers in BANNER.
• 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.
• Prepare and manage comprehensive grant records. Ensure accurate data entry, tracking, and reporting for faculty, administration, and sponsors.

Advanced Financial Oversight & Compliance

• Oversee and approve high-value transactions, including subaward invoices, journal vouchers (JVs), and iBuy transactions up to $250,000, ensuring accuracy and compliance.
• Collaborate with the Assistant Director, faculty, and program managers to develop strategic spending plans, while leading the creation of financial forecasts and projections; manage grant budget revisions and execute budget recapture processes to optimize resource utilization.
• Oversee compliance reviews for faculty effort reporting, cost-share commitments, progress reports, and expenditure certifications; ensure accurate documentation in the Activity Reporting System (ARS).
• Assist with the review of awards and amended awards, ensuring all requirements are documented by completing award checklists as necessary.
• Assist with the execution and compliance of the semi-annual confirmation process.
• Provide expert guidance to faculty on the financial implications of hiring, staffing, and major expenditures.
• Lead and oversee all phases of award administration, including subaward management, negotiations, setup, and closeout for complex, high-risk projects. Ensure compliance with contractual terms, regulatory requirements, and timely submission of final reports and certifications.
• Oversee audit documentation and serve 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.

Leadership & Operational Support

• Provides support to the Assistant Director for post-award operations, providing operational input on financial planning, compliance, and resource allocation.
• Supports the Assistant Director by serving as a backup for team inquiries, offering expert guidance and resolutions on grants and contracts issues.
• Collaborate with the Assistant Director and leadership to develop and refine policies, implement best practices, and support process improvement initiatives across grants administration.

Process Development & Implementation & Training

• Support the Director in the implementation of new systems and tools, process improvements, and assist in developing rollout plans and training materials. Maintain and update post-award process manuals and procedures to reflect current policies and best practices.
• Assist with training programs for new team members on grants and contracts processes and mentor junior staff.
• Maintain current knowledge of federal, state, and institutional regulations governing sponsored research. Participate in relevant professional development and training opportunities.

Minimum Qualifications

• Bachelor’s degree in business administration, accounting, finance, economics, or a related field.
• 4 years of experience in sponsored research administration, including managing complex grants.

Preferred Qualifications

• Expert knowledge of federal, state, and institutional regulations governing sponsored projects.
• Proven ability to implement process improvements, lead system transitions, and manage complex portfolios.
• Experience with Banner, iBuy, and appointment portals.
• Advanced proficiency in financial analysis and projection tools.
• Exceptional ability to manage competing priorities in a fast-paced environment.

Knowledge, Skills and Abilities

• Exceptional analytical, organizational, and communication skills.
• Strong analytical and problem-solving skills, with attention to detail and accuracy.
• 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.
• Strong knowledge of principles and procedures related to monitoring and administration of grants and contracts.
• Expert knowledge of and independently apply federal, state, and sponsor-specific regulations, policies, and procedures related to sponsored research administration.
• Capacity to mentor junior staff and provide guidance on grants and contracts processes.
• Skill in forecasting, multi-year budgeting, and translating financial data into actionable guidance.
• Aptitude for identifying inefficiencies, redesigning workflows, and driving adoption of new tools or processes.

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 2/1/2026. The salary range for this position is $70,000 to $80,000. 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 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 Jana Lenz at janalenz@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: 1034012
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu