Research Administration Associate-Mechanical Science and Engineering

Full-time

Hybrid - Urbana, IL

Educational Services

About the position

The Department of Mechanical Science and Engineering seeks applicants for Research Administration Associate. This position will work closely with the MechSE Research Administration team and be responsible for reviewing and updating various financial/university databases and systems, as well as collecting and assembling supporting documents.

Responsibilities

• Assist the MechSE Research Administration team and prepare supporting documentation for invoicing process as required by Sponsored Programs Administration (SPA) or sponsors.
• Work with faculty, MechSE Research Administration and Business Offices, and SPA to process subaward invoices for payments. Maintain subcontract payment and financial statement records/listings.
• Review and pre-approve purchasing transactions and travel requests with possible compliance issues, and review and approve transactions in Chrome River.
• Assist with the completion of sponsored project closeout reviews and work with SPA to ensure completed projects are closed in a timely manner.
• Work with the MechSE Business Office team to resolve various Payables issues on sponsored project funding including invoices on hold, receiving reports, and open encumbrances.
• Work with MechSE Research Administration team to clear deficits, remove unallowable expenses and make requested labor distribution changes.
• Maintain the chart of accounts, requesting Banner account segments when necessary, and adding new accounts to the My.Chart application.
• Work with faculty and MechSE Research Administration team to update and maintain MechSE Principal Investigators (PIs) master current and pending file. Verify grant proposal data and status with the Pl portal system and update data as appropriate. Follow up with faculty regarding award status of grant proposals. Create current and pending documents in support of proposal submissions.
• Participate in campus research administration community through attendance at meetings and trainings offered by Sponsored Programs and Research Compliance (SPaRC), the Office of Business and Financial Services (OBFS) to enhance and improve research administration efforts.
• Assist with the completion of Reports of Sponsored Research Activities and their reconciliation to faculty Biographical Data Forms (BDFs).
• Assist with the semi-annual expenditure confirmation process to obtain certifications in a timely manner.
• May assist with the maintenance of the Activity Reporting System (ARS) for MechSE faculty in accordance with the departmental allocation policy; ensure faculty teaching, research, public service, and cost-sharing and other efforts are correctly reflected.
• Assume additional duties as assigned.

Requirements

• Bachelor's degree in business administration, management, or a field related to the position.
• Two (2) years of professional business, financial, and/or managerial work experience.

Nice-to-haves

• One year of accounting experience at an institution of higher education.
• Illinois Certified Research Administration designation.

Benefits

• Hybrid work options may be available for this position.
• Salary range for this position is $48,000-$55,000/annually.