Proposal Coordinator/Senior Proposal Coordinator - Sponsored Programs Administration

Office of the Vice Chancellor for Research & Innovation

This position may be eligible for a hybrid or remote work arrangement dependent with unit operational needs.

Since its founding in 1867, the University of Illinois Urbana-Champaign has earned a reputation as a world-class leader in research, teaching, and public engagement.

Sponsored Programs Administration (SPA) is a service unit under the Office of the Vice Chancellor for Research and Innovation, supporting the research enterprise throughout the entire lifecycle of an externally sponsored project, from proposal submission to award closeout.

Job Summary
On behalf of the Board of Trustees of the University of Illinois, independently review, approve, and submit all institutional requests for external, sponsored funding in a high volume, deadline-driven environment.

PROPOSAL COORDINATOR - DUTIES & RESPONSIBILITIES

Budget and Cost Accounting Application:

• Develop and review sponsored project budgets for external funding to ensure audit compliance
• Independently apply complex industry and non-profit cost policies such as: the Cost Accounting Standards Board Disclosure Statement (DS-2), OBFS Accounting rules and coding, Cost Principles pursuant to 2 CFR 200/1 et seq, state Cost Principles pursuant to 30 ILCS 708/1 et seq .
• Quickly assess financial risk, in time-critical situations, and advise stakeholders - investigators, college deans, institute directors, department heads, and staff - how to minimize and/or mitigate the risk.

Policy & Regulation Interpretation and Application:

• Identify all applicable federal and state statutes, regulations, sponsor or university policies, and program guidelines.
• Autonomously advise key stakeholders how to comply and remain compliant with these regulations with tact and urgency.
• Complete, verify, and sign submission- related forms on behalf of the Vice Chancellor for Research.

Electronic Systems Application:

• Maintain a working knowledge of over 150 sponsoring agency electronic systems and advise stakeholders - investigators, college deans, institute directors, department heads, and staff - when and how to use these systems.
• Exercise independent judgement to approve and submit proposal applications in federal sponsoring agency systems and non-federal sponsoring agency systems on behalf of the Vice Chancellor for Research.

Office Contributions:

• Independently seek opportunities to increase overall office knowledge and services provided, including attending conferences and webinars.
• Manage multiple tasks effectively and with a high level of productivity.
• Independently seek opportunities for professional development.
• Perform other duties as needed to advance the mission and goals of SPA.
• Some overnight travel may be required.

Training Development and Presentation:

• Train and present in the Illini CRA certification program, SPaRC, as a subject matter expert.
• Provide training to faculty and staff on sponsored programs and/or sponsored agency systems on an as-needed basis.
• Represent the intuition and present as a subject matter expert at regional and national organization meetings and conferences, including NCURA.

SENIOR PROPOSAL COORDINATOR - DUTIES & RESPONSIBILITIES

Budget and Cost Accounting Application:

• Develop and review sponsored project budgets for external funding to ensure auditability.
• Independently apply the Cost Accounting Standards Board Disclosure Statement (DS-2), OBFS Accounting rules and coding, Cost Principles pursuant to 2 CFR 200/1 et seq, state Cost Principles pursuant to 30 ILCS 708/1 et seq, and complex industry and non-profit cost policies.
• Quickly assess financial risk, in time-critical situations, and advise stakeholders how to minimize and/or mitigate the risk.

Policy & Regulation Interpretation and Application:

• Identify all applicable federal and state statutes, regulations, sponsor and university policies, and program guidelines.
• Autonomously advise key stakeholders how to comply and remain compliant with these regulations with tact and urgency.
• Complete, verify, and sign submission- related forms on behalf of the Vice Chancellor for Research.

Electronic Systems Application:

• Maintain a working knowledge of over 150 sponsoring agency electronic systems and advise stakeholders when and how to use these systems.
• Exercise independent judgement to approve and submit proposal applications on behalf of the Vice Chancellor for Research in federal sponsoring agency systems and non-federal sponsoring agency systems.

Office Contributions:

• Independently seek opportunities to increase overall office knowledge and services provided, including attending conferences and webinars.
• Manage multiple tasks effectively and with a high level of productivity.
• Independently seek opportunities for professional development.
• Perform other duties as needed to advance the mission and goals of SPA.
• Some overnight travel may be required.

Campus Tool and Resource Development:

• Develop guides, tools, processes, and other resources for internal staff and campus stakeholders to ensure responses and solutions are helpful and consistent.

Training Development and Presentation:

• Participate in the Illini CRA certification program:

o as a presenter and/or provide subject matter expert review of materials,

o provide input as a planning committee member,

o provide training or information to faculty and staff on sponsored programs and/or sponsored agency systems on an as-needed basis,

o represent the institution as a subject matter expert and/or present at local, regional and national organization meetings and conferences, including NCURA,

o and/or assist with initial and ongoing training within the proposal team.

Additional Physical Demands

SPA is a heavy deadline driven office environment.

PROPOSAL COORDINATOR – QUALIFICATION REQUIREMENTS

Minimum Qualifications:

Bachelor’s Degree.

One year of professional business experience in a heavy deadline driven office environment, performing budgeting, accounting, grants management or responsibilities related to this position.

Preferred Qualifications:

• Bachelor’s Degree in business, economics, finance, accounting, or closely related field.

• Experience with research administration and/or business experience performing budgeting, accounting, grants management or responsibilities related to this position.

• Certification in research administration (CRA) or research administration at the University of Illinois Urbana-Champaign (Illini CRA).

Knowledge, Skills and Abilities:

• Outstanding customer service skills and highly developed communication skills.

• Excellent presentation and teaching skills.

• Ability to work autonomously and make informed business decisions with minimal oversight.

• Ability to work as a member of an effective, integrated team.

• Willingness to learn new electronic systems and keep up with frequent updates to existing systems.

• Well-developed organizational, analytical and problem-solving skills with the ability to complete multiple tasks, work effectively under deadline pressure, and to successfully manage competing priorities with tact and efficiency.

• Knowledge and application of Federal, State of Illinois, non-profit, and industry policies and procedures for the conduct of sponsored programs.

SENIOR PROPOSAL COORDINATOR – QUALIFICATION REQUIREMENTS

Minimum Qualifications:

• Bachelor's degree.

• Two years of experience in research administration in a University setting including preparing or reviewing proposal budgets.

Preferred Qualifications:

• Advanced degree.

• Advanced experience in preparing or reviewing sponsored project budgets and proposals in a university setting.
• Certification in research administration (CRA).

• Certification in research administration at the University of Illinois Urbana-Champaign (Illini CRA).

Knowledge, Skills and Abilities:

• Outstanding customer service skills and highly developed communication skills.

• Excellent presentation and teaching skills.

• Ability to work autonomously and make informed business decisions with minimal oversight.

• Ability to work as a member of an effective, integrated team.

• Willingness to learn new electronic systems and keep up with frequent updates to existing systems.

• Well-developed organizational, analytical and problem-solving skills with the ability to complete multiple tasks, work effectively under deadline pressure, and to successfully manage competing priorities with tact and efficiency.

Preferred Knowledge, Skills and Abilities:

• Knowledge of policies and procedures for the conduct of sponsored programs at the University of Illinois.

Appointment Information

This is a 100% full-time Civil Service 5040 - Grants and Contracts Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the close date. This position may be eligible for a hybrid or remote work arrangement dependent with unit operational needs.

Minimum salaries are as follows, and commensurate with experience.

Proposal Coordinator - $63,000
Senior Proposal Coordinator - $68,000

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 (CST) on Friday, June 9, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting and upload 1) a cover letter that clearly outlines your qualifications and experience as it relates to this position, 2) a resume/CV, and 3) names and contact information (including email addresses and phone numbers) for three professional references. 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 about this specific position, please contact Leslie Lewin Reinhart (lewin@illinois.edu). For questions regarding the application process, please contact 217-333-2137.

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, COVID-19 vaccination requirement, 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. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1017185
Job Category: Administrative
Apply at: https://jobs.illinois.edu