Specialist, Processing & Records Management - Sponsored Programs Administration

University of Illinois Urbana-Champaign • Urbana, IL

2d • Hybrid

About The Position

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. This position performs 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.

Requirements

• 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.
• 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

Nice To Haves

• 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

Responsibilities

• 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
• 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
• 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
• 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
• 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

Benefits

• Health
• Dental
• Vision
• 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