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Award Management Coordinator/Senior Award Management Coordinator - Sponsored Programs Administration

University of Illinois at Urbana-Champaign

University of Illinois at Urbana-Champaign

Urbana, IL, USA
Posted on Thursday, October 5, 2023

Award Management Coordinator/Senior Award Management Coordinator - Sponsored Programs Administration

Office of the Vice Chancellor for Research & Innovation

This position may be eligible for a hybrid or remote work arrangement dependent with unit operational needs.

Since its founding in 1867, the University of Illinois Urbana-Champaign has earned a reputation as a world-class leader in research, teaching, and public engagement. Sponsored Programs Administration (SPA) is a service unit under the Office of the Vice Chancellor for Research and Innovation, supporting the research enterprise throughout the entire lifecycle of an externally sponsored project, from proposal submission to award closeout.

Job Summary

Independently perform sponsored research/other program post-award financial management duties, with emphasis on compliance with institutional policies and procedures, state and/or federal laws, and award terms and conditions.

Award Management Coordinator – Duties & Responsibilities

Post-Award Financial Management:

Conduct detailed reviews of executed award documents, including related sponsor research policy and other references, to identify and track financial and compliance requirements. Perform expenditure reviews and pre-audit select expense transactions to determine allowability and correctness based on award terms and conditions and applicable policies and procedures. Prepare, review, and submit sponsored research/other program financial reports and invoices. Review subrecipient invoices for compliance with award terms and internal approval procedures; conduct follow-up on unpaid subrecipient invoices. Coordinate cash collection activity using sponsor and University reports and electronic systems. Review and manage all cost share commitments including: enter data in the cost share system; collaborate with departments to ensure commitments are fulfilled; and prepare, review, and validate cost share reports for submission to sponsors.

Policy and Regulation Interpretation and Application:
Research, interpret, and autonomously apply all relevant federal and state regulations and laws, University and sponsor policies, and sponsoring agency terms and conditions on a daily basis. Continuously monitor for updated regulations and policies to ensure sponsored research/other program compliance. Advise University faculty and staff on how to best maintain compliance. Collaborate with SPA leadership to develop and implement SPA policies, procedures, and objectives.

Liaison and Outreach Engagement:
Act as post-award liaison between University and sponsors. Lead in conflict resolution of award issues and use independent judgment to facilitate resolution with all concerned parties. Serve as post-award subject matter expert related to sponsored research/other programs. Partner with and provide expertise to department business office staff and University units. Analyze and provide data to assist with Office of Government Costing studies. Assist with outreach initiatives to promote SPA and overall University objectives.

Electronic Systems Application:

Evaluate SPA and University system data for consistency with award terms and conditions. Create, modify, run, utilize, and maintain numerous award management spreadsheets and databases and analyze associated data. Access and maintain a working knowledge of multiple sponsor electronic systems and advise faculty and staff on the use of these systems, as needed. On behalf of the University, exercise independent judgement to electronically submit letter of credit cash draws, reports, and requests for award modifications.

Business Operations Contributions:
Manage multiple tasks effectively with a high level of productivity. Analyze processes and seek to streamline efficiencies and improve customer service. Minimal overnight travel may be required. Perform other duties as necessary to further enhance the mission and goals of SPA.

Minimum Qualifications
Bachelor's degree in Accounting, Business Administration, Finance, or field related to the position. Two years of financial and/or administrative experience.

Preferred Qualifications
Experience at an institution of higher education. Experience with sponsored research program administration. Certification in research administration (CRA). Certification in research administration at the University of Illinois at Urbana-Champaign (Illini CRA).

Knowledge, Skills and Abilities
Knowledge of accounting principles including cost analysis, budget review, journal entries, and financial reporting. Effective communication skills and ability to work as a team member. Excellent computer skills including a comprehensive knowledge of the Microsoft Office suite (e.g., Word, Excel, PowerPoint, Outlook, Access) and experience with electronic database systems. Strong interpersonal skills that reflect courtesy, diplomacy, and a collaborative approach to develop and maintain effective work relationships. Ability to be self-motivated, work independently, and exercise good judgment in the performance of all work assignments. Ability to multi-task and prioritize to meet deadlines while staying on task with daily assignments. Strong organizational, analytical, and problem-solving skills. Well-developed standards of professional conduct and customer service including, but not limited to accountability, acceptance of new challenges and responsibilities, and a focus on customer needs and prompt, accurate resolution of issues.

Preferred: Solid understanding of sponsored research/other program administration. Understanding of Office of Management and Budget 2 CFR 200 and Federal Acquisition Regulations. Knowledge of cost share commitments, tracking processes and related systems. Knowledge regarding University sponsored programs, policies, and applicable sponsor regulations and experience interpreting and advising on their application. Knowledge of various award sponsors' payment and financial reporting systems. Proficiency in Banner Financial System, with special emphasis on Banner Grants Module. Proficiency in myResearch Portal. Knowledge of general accounts receivable processes and GCash System.

Senior Award Management Coordinator – Duties & Responsibilities 

All Award Management Coordinator duties and responsibilities in addition to the following:

Award Management Section Leadership:
Oversee a more complex distribution of awards in areas such as award terms, financial aspects, and invoicing and reporting requirements. Serve as a resource to new staff and assist new hire training delivery. Assist in the development of Award Management section tools and resources. Serve as a subject matter expert to other SPA functional teams regarding post-award section processes and sponsor requirements. Act as a resource and back-up to the Assistant Director, Award Management.

Minimum Qualifications
Bachelor's degree in business administration, accounting, finance, economics, or a field related to the position. Two years of experience in research administration in a University setting including post-award financial management.

Preferred Qualifications
Advanced degree. Advanced experience with sponsored research/other program post- award financial management within a University post-award research administration office. Certification in research administration (CRA). Certification in research administration at the University of Illinois at Urbana-Champaign (Illini CRA).

Knowledge, Skills and Abilities
Demonstrated ability to perform all Major Duties and Responsibilities listed above with minimal supervisory oversight. Knowledge of accounting principles including cost analysis, budget review, journal entries, and financial reporting. Solid understanding of sponsored research/other program administration. Thorough understanding of Office of Management and Budget 2 CFR 200 and Federal Acquisition Regulations. A thorough knowledge of cost share, tracking processes, and related systems. Highly developed communication skills and ability to work as a team. Excellent computer skills including a comprehensive knowledge of the Microsoft Office suite (e.g. Word, Excel, PowerPoint, Outlook, Access) and experience with electronic database systems. Strong interpersonal skills that reflect courtesy, diplomacy, and a collaborative approach to develop and maintain effective work relationships. Ability to be self-motivated, work independently, and exercise good judgment in the performance of all work assignments. Ability to multi-task and prioritize to meet deadlines while staying on task with daily assignments. Strong organizational, analytical, and problem-solving skills. Well-developed standards of professional conduct and customer service including, but not limited to accountability, acceptance of new challenges and responsibilities, and a focus on customer needs and prompt, accurate resolution of issues.

Preferred: Expert knowledge of and respect for University of Illinois sponsored programs policies and applicable sponsor regulations and extensive experience with interpreting and advising on their applications. Knowledge of various sponsored research award sponsors' payment and financial reporting systems. Proficiency in BANNER financial system, with special emphasis on the Grants Module. Proficiency in myResearch portal. Knowledge of cash payment applications and G-Cash System.

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 close date. Starting salaries are as follows, and commensurate with experience:

Award Management Coordinator - $63,000
Senior Award Management Coordinator - $72,500

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 (CST) on Thursday, November 2, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting and upload cover letter, resume, and names/contact information (including phone number and email address) for three professional references. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://go.illinois.edu/AwardManagementCoordSPA will not be considered. For further information about this specific position, please contact Leslie Lewin Reinhart (lewin@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: 1020596
Job Category: Administrative
Apply at: https://jobs.illinois.edu