Grants and Contracts Associate (Sponsored Awards Specialist) - OVCR

University of Illinois Chicago; Chicago (IL); Hybrid; USD 67,000 - 77,000; Full time

Benefits offered by this job

Health benefits

Dental insurance

Vision insurance

Tuition waivers

Job summary

University of Illinois Chicago is seeking a Grants & Contracts Associate (Sponsored Award Specialist) to oversee post-award accounting for sponsored projects in a busy Office of Sponsored Programs. The role emphasizes compliance with sponsor guidelines and detailed financial analysis in a large university setting.

The successful candidate will manage set-up, invoicing, monitoring, and close-out of sponsored funds, ensuring accuracy and timely reporting while collaborating with departmental staff

Qualifications

• Bachelor's degree required.
• Direct experience in post-award administration of sponsored projects.

Responsibilities

• Coordinate post-award financial accounting activities for sponsored projects.
• Develop and produce business and financial reports for departmental and grant administrators.
• Prepare external interim and final financial close-out reports for federal and non-federal sponsors.
• Provide guidance to University staff to ensure compliance with policies and sponsor guidelines.
• Maintain knowledge of sponsored project terms/conditions and related policies.
• Conduct detailed reviews of sponsor policies to ensure propriety and allocability of costs.
• Assess customer communications and address issues or resolve problems.
• Help establish post-award financial and compliance policies for sponsored projects.
• Participate in university committees and process improvement projects.
• Perform duties appropriate for Grants & Contracts Associate (Sponsored Award Specialist).

Skills

Post-award accounting

Financial reporting

Budget reconciliation

Education

Bachelor's degree in business, accounting, finance or related field

Tools

Banner finance modules

Microsoft Excel

Job description

Hiring Department: Office of Sponsored Programs - Post-Award

Location: Chicago, IL USA

Requisition ID: 1040854

FTE: 1

Work Schedule: Monday - Friday

Shift: Days

# of Positions: 6

Workplace Type: Hybrid

Posting Close Date: September 28th, 2026

Salary Range (commensurate with experience): $67,000.00 - 77,000.00 / Annual Salary

About The University Of Illinois Chicago

UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent "Best Colleges" rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

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 Sponsored Awards Specialist will provide assistance and expertise to facilitate and oversee post-award accounting activities for sponsored projects administered by the Office of Sponsored Programs including: applying specialized knowledge about data maintenance to ensure operations are conducted in compliance with University/departmental policies and procedures and applicable state/federal laws, and adhere to contractual obligations; setting up and closing out sponsored project funds; performing complex analysis of post-award financial data/information; assisting with production of managerial business and financial reports; and initiating/performing other administrative responsibilities that requires specialized knowledge about sponsored project post-award administration to effectively integrate established University/sponsor regulations and guidelines with applicable policies and procedures.

Duties & Responsibilities

• Responsible for coordinating and performing comprehensive post-award financial accounting activities that require specialized knowledge to process and oversee complex operations related to grants and contracts financial administration, and to manage a higher volume of sponsored projects specific to assigned schools/colleges. This includes managing the post-award lifecycle of sponsored projects, including grant set-up, billing/invoicing, expenditure monitoring, financial reporting, and close-out.
• Develop and produce business and financial reports on post-award financial activities for distribution to departmental business managers and grant administrators, facilitating the timely closeout of federally funded grants and contracts.
• Provide managerial assistance to develop and prepare external interim and final financial close-out reports required by both federal and non-federal sponsors that provide information regarding budgets, expenditures, unobligated balances, property, and other data outlined in the grant and contract terms and conditions. Preparation of reports includes a limited audit of transactions related to restricted and unallowable cost categories to ensure propriety, allocability, correctness, and reasonableness issues align with governing sponsor policies and procedures.
• Provide direction to University officials/staff to facilitate post-award activities, promote consistency in processing functions, and ensure compliance with regulations and guidelines established by University/sponsor constituencies, which requires expertise in post-award administration and specialized knowledge about applicable policies and procedures.
• Responsible for maintaining specialized knowledge about sponsored project terms/conditions related to post-award accounting activities, as well as applicable university/departmental policies and procedures related to establishing and overseeing the administration of sponsored project accounts.
• Conduct detailed, complex review and analysis of sponsor policies and procedures to effectively coordinate and manage pre-audit and post-audit business transactions related to restricted and unallowable cost categories for propriety, allocability, correctness, and reasonableness.
• Responsible for analyzing and assessing customer communication issues to determine and initiate a course of action that effectively addresses concerns and/or resolves problems.
• Provide managerial assistance to establish, implement, and oversee post-award financial and compliance policies for sponsored projects, including identifying areas in which policies need to be developed and/or updated to promote the overall effectiveness of operations and services administered by the Office of Sponsored Programs.
• Serve on University, campus, and/or Office of Sponsored Programs committees/teams as assigned, and participate in the development and implementation of technological enhancements and process re-engineering projects.
• Perform other duties appropriate for the position of Grants & Contacts Associate (Sponsored Award Specialist).

Minimum Qualifications Required

• Bachelor's degree in business administration, accounting, finance, economics or a field related to the position
• Demonstrated direct experience in post-award administration of sponsored projects in the central research office at a research-intensive university, including Banner finance modules, managing award set-up, financial reconciliation, and sponsor reporting in compliance with federal regulations (e.g., Uniform Guidance).

Preferred Qualifications

• Experience work experience at the University of Illinois or another higher education institution.
• Creativity in independently exercising good judgment and discretion.
• Specialized knowledge about sponsored project post-award administration.
• Knowledge about University business policies and procedures.
• Excellent problem-solving skills.
• Professional skills that successfully merge organizational and customer service objectives.
• Demonstrated teamwork skills to address/resolve difficult, complex issues/problems.
• Proficiency with Microsoft computer programs/applications (including Word, Excel, Access, Outlook, and Internet Explorer).
• Strong verbal and written communications skills to effectively present information and respond to colleagues and others seeking guidance and/or clarification about issues related to organizational operations.
• Effective multi-tasking capability that promotes quality work while meeting stringent deadlines.
• Ability to work effective with the staff and public.
• Decision making ability.

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.

The university provides accommodations to applicants and employees. Request an Accommodation

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.