Research Administration Specialist - Siebel School of Computing and Data Science

University of Illinois at Urbana-Champaign; Urbana (IL); Hybrid; USD 58,000 - 62,000; Full time

Benefits offered by this job

Hybrid work options

Job summary

The Siebel School of Computing and Data Science at the Grainger College of Engineering, University of Illinois Urbana-Champaign, seeks a Research Administration Specialist to support pre- and post-award functions for externally funded sponsored research.

The role involves developing proposals, managing budgets, ensuring compliance with sponsor and university guidelines, and coordinating with SPA to ensure timely submissions and accurate financial reporting.

Qualifications

• Bachelor’s degree in business administration, accounting, finance, economics, or a related field.
• Two years of office work experience in a business, government, or higher education environment.

Responsibilities

• Support faculty on research proposal preparation and internal routing.
• Interpret sponsor guidelines and ensure compliance with university policy.
• Assist faculty with proposal budgets, budgets justifications, and related documents.
• Coordinate with Sponsored Programs Administration (SPA) for submissions and reviews.
• Prepare financial reports and analyses to support sponsored research projects.
• Review proposals and budgets for accuracy and adherence to guidelines.
• Monitor proposal status and update databases; assist with grant/contract negotiations as needed.

Skills

Self-management

Prioritization

Communication

Budgeting

Attention to detail

Education

Bachelor's degree

Tools

Microsoft Excel

Job description

Research Administration Specialist

Siebel School of Computing and Data Science The Grainger College of Engineering University of Illinois Urbana-Champaign

The Siebel School of Computing and Data Science in The Grainger College of Engineering seeks applicants for a Research Administration Specialist position. This position provides research administration support through pre- and post-award functions for externally funded sponsored research within the School of Computing and Data Science. Responsibilities include developing and submitting proposals for sponsored research and providing financial management of both federal and non-federal awards. This position is responsible for remaining current with University policies associated with research administration and changing federal guidelines.

Duties and Responsibilities

Pre-Award

• Support faculty on research proposal preparation for the School, including internal routing of applications, interpretation of sponsor guidelines, and development of electronic proposals.
• Use independent judgment to identify, review, understand, and interpret sponsor guidelines, ensuring all requirements are met, such as deadlines, funding restrictions, eligibility restrictions, potential cost share, general compliance, and other requirements for valid submissions.
• Advise faculty and staff to ensure compliance with sponsor and funding opportunity guidelines on terms of research agreements, interpretations of proposal guidelines, and the submission requirements of such proposals according to university policy, with Sponsored Programs Administration (SPA).
• Assist faculty with preparing proposal budgets, budget justifications, and any other required documents.
• With reference to the proposal guidelines, review materials to ensure all requirements are met before sending completed proposal to SPA for final review.
• Use sound judgment and attention to detail to make independent changes to proposals under strict time constraints to ensure successful and timely submissions to meet deadlines.
• Act as a liaison for the school when working with SPA, answer questions, resolve issues that occur with proposals and assist in grant/contract negotiations as necessary.
• Prepare financial reports and analyses to support faculty with the administration and development of their sponsored research projects, verify correct rates are being used in budget development, suggest budget revisions as needed, implement new indirect cost rates and fringe benefit rates, and accurately interpret sponsor guidelines to ensure proposal compliance.
• Ensure proposal packages are properly formatted with necessary materials and signatures by reviewing and editing proposals and budgets in accordance with sponsor and University guidelines.
• Support faculty with entering budget and other relevant information into online submission programs for each faculty proposal submission as appropriate. This involves managing several drafts and revisions, according to the faculty member's needs, until a final draft is approved by the faculty member.
• Review and revise pending proposals and budgets according to university guidelines and changing sponsor requirements, monitor the status of proposal submissions, update their status in the proposal database, update database information on awards received, and prepare administrative reports on new awards for school administration.
• Use discretion, expertise, attention to detail and independent thinking to decipher what the sponsor is requesting and provide the most applicable and appropriate information.
• Prepare required documents related to budget modifications, renewal funding, and supplemental funding. When a request for supplemental funding or a renewal for a current award is necessary, work with the faculty member to prepare and submit a completed proposal through SPA containing a budget, budget justification, and statement of work.
• Use independent judgment to make suggested changes to the package when necessary to allow for successful submission.

Post-Award

• Review sponsored project expenditures, ensuring integrity, accuracy, and allowability of transactions in accordance with project budgets and agreements as well as University and Federal guidelines.
• Work with SPA to ensure funded project accounts are established in a timely manner; request and monitor anticipation accounts when necessary.
• Complete sponsored project close-out reviews and work with SPA to close completed project accounts in a timely manner.
• Prepare and record Banner journal entries, as appropriate, including those for month-and year-end close activities, rogue CFOP and other error corrections and necessary entries. Monitor budgets, account balances, and expenditures, make transfers when necessary.
• Assist with semi-annual confirmations.
• Prepare financial reports, spending projections and analyses as requested.
• Periodically communicate with faculty regarding funding scenarios to ensure their understanding of their available funding.
• Prepare and review with faculty quarterly spending reports, which allow for accurate financial projections to aid faculty in effective spending decisions.

Other

• Assume additional appropriate duties to further the mission of the school.
• Attend meetings, trainings, and other events related to the school and position's job duties.

Minimum Qualifications

• Bachelor's degree in business administration, accounting, finance, economics or a field related to the position.
• Two (2) years of office work experience in a business, government, or higher education environment.

Preferred Qualifications

• Background in sponsored research administration, grants and contracts administration, or an ability and willingness to learn.
• Experience with Microsoft excel and basic data entry.

Knowledge, Skills and Abilities

• Demonstrated ability to self-manage priorities and be proactive in resolving issues.
• Demonstrated ability to maintain confidentiality.

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 closing date. The budgeted salary range for this position is $58,000.00 - $62,000.00. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Hybrid work options may be available for this position, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University's Workplace Flexibility policy. This position is not eligible for any type of sponsorship for work authorization. For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

About the University

At the University of Illinois Urbana-Champaign - the state's flagship public university and one of the world's leading research institutions - every staff member helps shape what's next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you're empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence - where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

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.

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 must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

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 accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or [e-mail].

Champaign-Urbana