Specialist, Processing & Records Management - Sponsored Programs Administration

University of Illinois at Urbana-Champaign; Urbana (IL); Hybrid; USD 60,000 - 65,000; Full time

Job summary

The University of Illinois Urbana-Champaign is seeking a Specialist, Processing & Records Management - Sponsored Programs Administration to join the SPA team. The role focuses on pre-award and post-award tasks with high accuracy and timeliness, ensuring regulatory compliance and data integrity across proposals and awards.

You will work with myProposals and myResearch Portal, support system improvements, provide excellent service to internal and external stakeholders, and help train staff while

Qualifications

• Bachelor's degree in business administration, accounting, finance, economics or a related field.
• At least two years of experience in business, academic, or government settings.
• Experience with university research administration processes is preferred.
• Proficiency with electronic research administration systems (myProposals, myResearch Portal) is desirable.

Responsibilities

• Analyze and interpret incoming documents and transactions to determine priority and actions.
• Maintain knowledge of university policies and sponsor regulations for proposals and awards.
• Document and maintain electronic research administration systems; assist proposal submissions and award processing.
• Coordinate with Data and Systems team to ensure reporting data accuracy.
• Resolve system errors by identifying root causes and implementing solutions.
• Provide professional customer service to internal and external stakeholders.
• Assist in training and mentoring staff and student workers.
• Review transactions to ensure data integrity and compliance.

Skills

Effective communication

Interpersonal skills

Organizational skills

Analytical problem-solving

Judgment & decision-making

Software & databases proficiency

Education

Bachelor's degree (related field)

Job description

Specialist, Processing & Records Management - Sponsored Programs Administration

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

This position is not eligible for any type of sponsorship for work authorization.

The University of Illinois Urbana-Champaign is a public land-grant research university in Illinois in the twin cities of Champaign and Urbana. It is the flagship institution of the University of Illinois system and was founded in 1867. The university serves the people of Illinois through a shared commitment to excellence in teaching, research, public engagement, economic development and health care. Faculty, staff and students share their knowledge, expertise and resources with residents in every corner of the state through public service and outreach programs. The SPA Processing and Records Management Team is looking for a new team member to join our close-knit team of four. If you enjoy a detail-oriented, process-driven work environment where you'll partner with teams across SPA, solve problems, and support the University's research enterprise, we encourage you to apply.

Job Summary

Perform critical Sponsored Program Administration (SPA) Pre-award and Post-award functions related to sponsor projects with a high level of accuracy and timeliness, where errors and missed deadlines represent a risk of high cost and lost opportunity for the University (regulatory and operational risks). This includes analyzing complex information, ensuring compliance with institutional policies, procedures, and sponsor requirements, resolving processing issues, and maintaining data integrity.

Duties & Responsibilities

• Records Analysis, Interpretation, & Application:
  • Analyze and interpret all incoming and outgoing documents and transactional data, including proposal submissions, awards, and related modifications
  • Process documents and transactions using independent judgment to assess priority, complexity, and required actions
  • Maintain current knowledge of University policies, procedures, and sponsor regulations related to proposals and awards
• Electronic Systems Development & Maintenance:
  • Document, update, and maintain internal electronic research administration systems, such as myProposals and myResearch Portal
  • Navigate sponsor systems to support proposal submission and award processing
  • Coordinate with the Data and Systems team to ensure accuracy of internal and external reporting data
  • Review, investigate, and resolve system errors and exceptions, including identifying root causes and determining appropriate resolutions
• Business Operations Contributions:
  • Assist in managing and triaging incoming communications from the SPA general email account
  • Provide professional customer service to internal and external stakeholders
  • Serve as a liaison to respond to inquiries and provide guidance related to university research administration processes
  • Revise and update SPA processing procedures related to electronic research administration systems and operational workflows
  • Recommend process improvements related to SPA transaction processing and data accuracy
  • Research best practices for information management and collaborate with SPA staff to implement approved procedural updates
• Training, Development, & Audit:
  • Support the development of team processes and outcome measures to improve individual and team performance
  • Coordinate workload with team members to support efficient workflow
  • Assist with training and mentoring new staff and student employees
  • Assist in reviewing transactions processed by student workers and Specialists to ensure data integrity and compliance
• Office Contributions:
  • Seek opportunities to increase office knowledge and improve services, including attending conferences and webinars
  • Manage multiple tasks effectively with a high level of productivity
  • Pursue ongoing professional development opportunities
  • Perform other duties as assigned

Minimum Qualifications

• Bachelor's degree in business administration, accounting, finance, economics or a field related to the position.
• Two (2) years of experience in business, academic, and/or government setting.

Preferred Qualifications

• Experience with and knowledge of University of Illinois research administration processes, including experience with and proficiency in the electronic research administration systems (myProposals and myResearch Portal)
• University of Illinois Urbana-Champaign Certified Research Administrator

Knowledge, Skills and Abilities

• Effective communication, interpersonal, and organizational skills
• Ability to work in a fast-paced, deadline-driven environment with multiple and changing priorities
• Ability to work with minimal supervision while upholding accuracy and customer service standards
• Strong analytical and problem-solving skills
• Sound judgment in decision-making
• Proficiency in commonly used software applications and databases

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. The budgeted salary range for the position is $60,000 to $65,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

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.

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.

Champaign-Urbana

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].

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.