Business/Administrative Associate - Sponsored Programs Administration

University of Illinois Urbana-Champaign • Urbana, IL

11h • Hybrid

About The Position

This position supports the successful management of externally funded research and other sponsored activities within Sponsored Programs Administration (SPA). Working closely with the Business & Operations Manager, this role is crucial for supporting the office's financial and operational functions in a fast-paced, collaborative, and mission-driven environment. The University of Illinois Urbana–Champaign is a public land-grant research university dedicated to excellence in teaching, research, public engagement, economic development, and healthcare.

Requirements

• Bachelor's degree in business administration, management, or a related field.
• Two (2) years of professional business, financial, and/or managerial work experience.
• Demonstrated experience with compliance oversight and/or application of policies and procedures.

Nice To Haves

• Experience with compliance oversight and application/knowledge of University of Illinois policies and procedures, including BANNER, P-Card, T-Card, and FABweb.
• Experience with and knowledge of research administration practices, including proposals, grants, and contract management.
• University of Illinois SPaRC'Ed training (Illini CRA).

Responsibilities

• Coordinate finance and administrative operations including budget reporting, funds management, human resource support, and facilities management.
• Provide administrative support to Directors, Associate Directors, and Assistant Directors for SPA.
• Review financial transactions for accuracy, fund availability, and allowable costs.
• Monitor, oversee, and reconcile monthly financial statements.
• Ensure compliance with University rules and policies for various fund types (Self-Supporting, Gift, State, etc.).
• Maintain financial data records in compliance with University policy.
• Prepare and analyze financial reports for administrative review.
• Allocate and process expenses related to leases, cleaning, tenant improvements, and building maintenance.
• Serve as the Department Charge Code Reviewer for P-Card / T-Card, monitoring and approving transactions.
• Make travel arrangements and serve as proxy for Directors, Associate Directors, Assistant Directors, and SPA staff.
• Process registrations for meetings, conferences, seminars, and conventions.
• Secure transportation and lodging for travel.
• Prepare travel authorization forms and expense reports.
• Track professional development participation and maintain records.
• Manage calendars for Associate Directors and SPA's conference rooms.
• Monitor and address the needs of the Training and Outreach Coordinator for internal and external training events.
• Assist with the coordination of special events.
• Serve on various internal and external committees as a representative of SPA.
• Serve as a Unit Security Contact (USC).
• Serve as contact for CDS Technology/Minolta Copies, taking meter readings and submitting reports.
• Request vendor identification Banner numbers via Vendor Maintenance.
• Manage office purchasing operations using P-Card and I-BUY systems.
• Maintain supply room stock and track office inventory.
• Initiate purchase orders.
• Coordinate deployment and tracking of equipment through FABWEB system.
• Manage equipment maintenance agreements and coordinate repairs.
• Initiate and perform staff training on office equipment.
• Support records management efforts by coordinating file retention and disposal.
• Support the Administrative Support Team through cross-training and serving as back-up.
• Collaborate with Cash Management team to monitor incoming grant payments and ensure secure handling.
• Serve as front-line customer service representative, answering the main phone line and directing inquiries.
• Process incoming office mail.
• Serve as office key master, maintaining key inventory and ensuring compliance with access policies.
• Oversee parking hang tag distribution and maintain tracking records.
• Oversee all aspects of facilities and equipment management for SPA.
• Complete inventory records and biannual inventory reporting.
• Work with IT staff to order and maintain computer inventory and software.
• Serve as Property Accounting and Fixed Asset Manager, processing forms for equipment, furniture, and miscellaneous items.
• Assist in monitoring building security cameras and building access.
• Serve as liaison and contact for Facilities & Services (F&S) and NAI Hiffman Property Management for work order requests and maintenance.
• Serve as liaison between SPA, internal administrators, staff, other units on campus, and building manager regarding building and parking concerns.
• Create and manage SPA hotel offices and reservation of hotel space.
• Support Directors and SPA staff with personnel and staffing matters.
• Serve as a liaison with OVCRI HR staff.
• Provide support for recruiting efforts, including job postings and interview scheduling.
• Occasionally required to run errands for the office.
• Overnight travel associated with conferences/workshops/training may be required.

Benefits

• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Retirement Plan
• Paid time off
• Tuition waivers for employees and dependents

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level