Senior Grants and Contracts Coordinator

UNIVERSITY OF ILLINOIS URBANA-CHAMPAIGN

School of Information Sciences

Research Services

Grants and Contracts Coordinator/ Senior Grants and Contracts Coordinator

The School of Information Sciences at the University of Illinois invites applications from qualified individuals for a 100% full-time Grants and Contracts Coordinator/ Senior Grants and Contracts Coordinator in the Research Services.

The iSchool at Illinois makes a meaningful difference in the lives of individuals through teaching, research, and public engagement. Our mission is to lead the way in understanding the use of information in science, culture, society, commerce, and the diverse activities of our daily lives. We engage in inclusive community partnerships, working beyond geographic boundaries to benefit the social good. We believe in the power of information to change the world. For more information about iSchool, visit https://ischool.illinois.edu/.

Job Summary

This position facilitates the accomplishment of sponsored research goals within the School of Information Sciences (iSchool) through pre-award and post-award research grant and contract administration. It is responsible for assisting in pre- and post-award administrative functions related to sponsored projects, coordinating with principal investigators (PIs), and providing assistance in creating budgets for assigned grant submissions and spending plans for assigned funded project accounts.

Grants and Contracts Coordinator: Independently perform pre- and post-award administrative functions related to sponsored projects. Independently manage a portfolio of principal investigators (PIs).
Senior Grants and Contracts Coordinator: Independently provide pre- and post-award sponsored project support to principal investigators (PIs). Responsible for various activities associated with the preparation and review of complex proposals, managing the sponsored research awards, interacting with funding agency staff and university personnel on these activities. Utilize professional judgement and discretion to independently manage a portfolio of principal investigators (PIs).

Major Duties and Responsibilities - Grants and Contracts Coordinator:

Sponsored Project Administration (Pre- Award) (45%)

• Serve as resource to principal investigators (PIs) in the preparation and submission of proposals to various sponsors. This includes reviewing University policies and procedures and sponsor guidelines for submission, ensuring all requirements are met, and assisting PIs with the preparation of complex project budgets, budget justifications, subcontracts and other required supporting documentation.
• * Prepare and review information required for research proposals, prepare budgets and assist in the preparation of proposal documentation following agency requirements. Work with Sponsored Programs Administration (SPA) to submit proposals, track research proposal information, and assist in grant/contract negotiations.
• * Work with various federally managed electronic research administration systems, such as research.gov, Grants.gov, NSPRIES, ASSIST, etc., as well as those used by private research sponsors (e.g., FLUXX).
• * Serve as back-up for any other Grants and Contracts Coordinator or Senior Grants and Contracts Coordinator position at the iSchool.

Sponsored Project Administration (Post- Award) (35%)

• * Assist PIs with the management of their research projects and accounts throughout the whole life cycle of the award, with a focus on post-award activities.
• * Counsel PIs during the pre-and post-award process for externally funded research projects, conduct the budgeting and accounting activities in accordance with generally accepted accounting principles and the policies and procedures of the iSchool and the University of Illinois as well as compliance with sponsoring agencies' rules and regulations.
• * Work closely with the iSchool business and human resources offices to assist and administer various post-award activities associated with purchases, faculty/staff reimbursements, and charges on sponsored research projects; manage chart of accounts in HR tool; process labor redistributions, PI summer salary, and course buyouts.
• * Monitor and reconcile grant expenses for appropriateness, integrity, and accuracy of all financial transactions. Recommend alternate sources of funding, or propose other solutions, to the requestor as needed.
• * Review and approve the use of grant funds for employee appointment requests for individuals, P-card, iBuy orders, travel reimbursements, and invoice vouchers for allowability on the project and compliance with OBFS policy.
• * Prepare, review and reconcile monthly grant accounting reports for researchers and management. Ensure the accuracy of various types of expenditures and procurement procedures for all grant funding using professional accountancy knowledge.
• * Complete sponsored project closeout reviews and work with SPA to close completed project accounts in a timely manner.
• * Oversee the semi-annual PI expenditure confirmation process.
• * Serve as liaison to post-award SPA office.
• * Work closely with iSchool research project managers to coordinate and compile necessary project report documents for specific sponsors.
• * Advise PIs regarding grant extensions and budget revisions.
• * Conduct analysis of investigators' effort in accordance with regulatory compliance guidelines.
• * Interact with inter-disciplinary researchers and their grant staff on campus as well as with other educational institutions, government agencies, and private organizations during both the application and award execution process.
• * Maintain professional relationships with iSchool and central campus offices to facilitate effective and efficient business processes.
• * Monitor the administration of subaward agreements and payment processing on research projects.

Administrative Research Services Support (15%)

• * Process various transfers at the request of the PI, including labor redistributions and journal vouchers.
• * Design and maintain various standard and ad hoc spreadsheets and financial reports to manage sponsored research project funds for school administration and PIs.
• * Work with PIs to ensure all reporting activities are completed according to sponsor guidelines.
• * Manage the iSchool PIs' research ICR accounts to track expenses and balances.
• * Review and approve travel arrangements for iSchool employees and visitors for Research Services-managed funds to ensure funding availability and costs allowability.
• * Provide advice and action plans on use of research funding according to federal agency or other sponsored terms and regulations.
• * Participate in strategy discussions with Associate Director for Research Services, Assistant Director of Research Administration, and the Associate Dean for Research.
• * Follow up on pending agreements and work with SPA to ensure they are finalized and funded, and project accounts are established in a timely manner. Request and monitor anticipation accounts, subaward agreements, no-cost and other contract extensions as necessary.
• * Assist with the preparation of materials for audit purposes and in response to audit findings.
• * Attend campus meetings (i.e., SPaRC) and outside conferences (i.e., National Council of Research Administrators) as needed.
• * Participate in continuing education opportunities to obtain or retain relevant certifications and remain current on changing campus and sponsor policy guidelines.
• * Assist with the development, documentation, and implementation of new and/or revised procedures.

Assume additional, appropriate duties related to research services to further the mission of the iSchool (5%)

Major Duties and Responsibilities - Senior Grants and Contracts Coordinator:

Sponsored Project Administration (Pre- Award) (40%)

• * Serve as resource to principal investigators (PIs) in the preparation and submission of both routine and complex proposals to various sponsors. This includes reviewing University policies and procedures and sponsor guidelines for submission and ensuring all requirements are met, and assisting PIs with the preparation of complex project budgets, budget justifications, subcontracts, and other required supporting documentation.
• * Prepare and review information required for research proposals, prepare budgets and assist in the preparation of proposal documentation following agency requirements. Work with Sponsored Programs Administration (SPA) to submit proposals, track research proposal information, and assist in grant/contract negotiations.
• * Work with various federally managed electronic research administration systems, such as research.gov, Grants.gov, NSPRIES, ASSIST, etc., as well as those used by private research sponsors (e.g., FLUXX).
• * Serve as back-up for any other Grants and Contracts Coordinator or Senior Grants and Contracts Coordinator position at the iSchool.

Sponsored Project Administration (Post- Award) (35%)

• * Work closely with principal investigators (PIs) for the management of their research projects and accounts throughout the whole life cycle of the award, with a focus on post-award activities.
• * Counsel PIs during the pre-and post-award process for externally funded research projects, conduct the budgeting and accounting activities in accordance with generally accepted accounting principles and the policies and procedures of the iSchool and the University of Illinois as well as compliance with sponsoring agencies' rules and regulations.
• * Work closely with the iSchool business and human resources offices to assist PIs and administer various post-award activities associated with reviewing and approving purchases, faculty/staff reimbursements, and charges on sponsored research projects; manage chart of accounts in HR tool, process labor redistributions, PI summer salary, and course buyouts.
• * Monitor and reconcile grant expenses for appropriateness, integrity, and accuracy of all financial transactions. Recommend alternate sources of funding or propose other solutions to the requestor as needed.
• * Review and approve the use of grant funds for employee appointment requests for individuals, P-card, iBuy orders, travel reimbursements, and invoice vouchers for allowability on the project and compliance with OBFS policy.
• * Prepare, review and reconcile monthly grant accounting reports for researchers and management. Ensure the accuracy of various types of expenditures and procurement procedures for all grant funding using professional accountancy knowledge.
• * Complete sponsored project closeout reviews and work with SPA to close completed project accounts in a timely manner.
• * Oversee the semi-annual PI expenditure confirmation process.
• * Serve as liaison to post award SPA office.
• * Work closely with iSchool research project managers to coordinate and compile necessary project report documents for specific sponsors.
• * Advise PIs regarding grant extensions and budget revisions.
• * Conduct analysis of investigators' effort in accordance with regulatory compliance guidelines.
• * Interact with inter-disciplinary researchers and their grant staff on campus as well as with other educational institutions, government agencies, and private organizations during both the application and award execution process.
• * Maintain professional relationships with iSchool and central campus offices to facilitate effective and efficient business processes.
• * Monitor the administration of subaward agreements and payment processing on research projects.

Administrative Research Services Support (15%)

• * Process various transfers at the request of the PI, including labor redistributions and journal vouchers.
• * Design and maintain various standard and ad hoc spreadsheets and financial reports to manage sponsored research project funds for school administration and PIs.
• * Work with PIs to ensure all reporting activities are completed according to sponsor guidelines.
• * Manage the iSchool PIs' research ICR accounts to track expenses and current balances.
• * Review and approve travel arrangements for iSchool employees and visitors for Research Services-managed funds to ensure funding availability and costs allowability.
• * Provide advice and action plans on use of research funding according to federal agency or other sponsored terms and regulations.
• * Participate in strategy discussions with Associate Director for Research Services, Assistant Director of Research Administration and the Associate Dean for Research.
• * Follow up on pending agreements and work with SPA to ensure they are finalized and funded, and project accounts are established in a timely manner. Request and monitor anticipation accounts, subaward agreements, no-cost and other contract extensions as necessary.
• * Assist with the preparation of materials for audit purposes and in response to audit findings.
• * Attend campus meetings (i.e., SPaRC) and outside conferences (i.e., National Council of Research Administrators) as needed.
• * Participate in continuing education opportunities to obtain or retain relevant certifications and remain current on changing campus and sponsor policy guidelines.
• * Assist with the development, documentation, and implementation of new and/or revised procedures.

Training and mentoring (5%)

• * Assist Associate Director and Assistant Director in training and mentoring new and existing iSchool staff in the area of sponsored programs.
• * Assist in advising and mentoring iSchool PIs as to changes in campus policy, operational procedures, sponsor agency requirements, and other policy areas related to supporting the iSchool's mission.

Assume additional, appropriate duties related to research services to further the mission of the iSchool (5%)

Minimum Qualifications - Grants and Contracts Coordinator

* Bachelor's degree in business administration, accounting, finance, economics, or a related field. 2 years of experience in grant and contract administration.

Preferred Qualifications - Grants and Contracts Coordinator

* 3 or more years of relevant grant and contract administration experience within a research university setting or comparable experience in research administration in a non-university environment (e.g., government, non-profit, or industry research organizations, etc.)

* Experience managing complex grants.

* Expert knowledge of federal, state, and institutional regulations governing sponsored projects.

* Proven ability to implement process improvements, lead system transitions, and manage complex portfolios.

* Exceptional analytical, organizational, and communication skills.

* Experience with Banner, iBuy, and appointment portals.

* Advanced proficiency in financial analysis and projection tools.

* Exceptional ability to manage competing priorities in a fast-paced environment.

* UIUC Certified Research Administrator Certificate, currently maintained through SPaRC'Ed or obtained within one year of hire date.

Minimum Qualifications - Senior Grants and Contracts Coordinator

* Bachelor's degree in business administration, accounting, finance, economics, or a related field.

* 5 or more years of experience in grant and contract administration.

* Expert knowledge of federal, state, and institutional regulations governing sponsored projects.

Preferred Qualifications - Senior Grants and Contracts Coordinator

* Experience managing complex grants.

* Proven ability to implement process improvements, lead system transitions, and manage complex portfolios.

* Exceptional analytical, organizational, and communication skills.

* Experience with Banner, iBuy, and appointment portals.

* Advanced proficiency in financial analysis and projection tools.

* Exceptional ability to manage competing priorities in a fast-paced environment.

* UIUC Certified Research Administrator Certificate, currently maintained through SPaRC'Ed or obtained within one year of hire date.

Knowledge, Skills and Abilities

Grants and Contracts Coordinator

* Strong analytical and problem-solving skills, with attention to detail and accuracy.

* Must be able to communicate effectively with others and have the ability to work independently with minimal supervision.

* Highly organized, able to prioritize tasks, manage competing deadlines, and maintain accuracy in a fast-paced, high-volume environment.

* Proactive and resourceful, willing to take on responsibilities and exercise independent judgment and discretion.

* Proficient in Microsoft Excel and Word, with the ability to use technology to support financial and administrative processes.

* Strong knowledge of principles and procedures related to monitoring and administration of grants and contracts.

* Expert knowledge of and ability to independently apply federal, state, and sponsor-specific regulations, policies, and procedures related to sponsored research administration.

* Capacity to mentor junior staff and provide guidance on grants and contracts processes.

* Skill in forecasting, multi-year budgeting, and translating financial data into actionable guidance.

* Aptitude for identifying inefficiencies, redesigning workflows, and driving adoption of new tools or processes.

Senior Grants and Contracts Coordinator

* Strong analytical and problem-solving skills, with attention to detail and accuracy.

* Must be able to communicate effectively with others and have the ability to work independently with minimal supervision.

* Highly organized, able to prioritize tasks, manage competing deadlines, and maintain accuracy in a fast-paced, high-volume environment.

* Proactive and resourceful, willing to take on responsibilities and exercise independent judgment and discretion.

* Proficient in Microsoft Excel and Word, with the ability to use technology to support financial and administrative processes.

* Strong knowledge of principles and procedures related to monitoring and administration of grants and contracts.

* Expert knowledge of and ability to independently apply federal, state, and sponsor-specific regulations, policies, and procedures related to sponsored research administration.

* Capacity to mentor junior staff and provide guidance on grants and contracts processes.

* Skill in forecasting, multi-year budgeting, and translating financial data into actionable guidance.

* Aptitude for identifying inefficiencies, redesigning workflows, and driving adoption of new tools or processes.

APPOINTMENT INFORMATION

This is a 100% full-time Civil Service Grants and Contracts Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the search close date. The budgeted salary range for the Grants and Contracts Coordinator $68,000 to $76,000 and Senior Grants and Contracts Coordinator $76,000 to $85,000. We strive to provide a competitive salary while taking into consideration internal salary equity, candidate experience and qualifications, and budget constraints. The final salary offer will be determined through a calculation involving these elements. Hybrid work options may be available for this position after an initial training period, but with the requirement that onsite availability may be needed at any time with short notice.

Sponsorship for work authorization is not available for this position.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

APPLICATION PROCEDURES & DEADLINE INFORMATION

Applications must be received by 6:00 pm (Central Time) on June 2^nd, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting, and upload your cover letter, resume (months and years of employment must be included), and names and contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. Interviews may occur before the close date; however, all applications received by the close date will receive full consideration. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment.

For further information regarding this specific position, please email ischool-hr@illinois.edu. For questions regarding the application system, please contact 217-333-2137.

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.

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.

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 accessibility@illinois.edu.