Research Administration Specialist - Siebel School of Computing and Data Science

University of Illinois Urbana-Champaign•Urbana, IL

5d•Hybrid

About The Position

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.

Requirements

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

Nice To Haves

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

Responsibilities

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.
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.
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.
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.
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.