Research Administration Specialist/Research Administration Coordinator, School of Social Work

University of Illinois at Urbana-Champaign

Located in Urbana, IL

Job Summary

Under the direction of the
Director of Budget and Resource Planning, maintain a portfolio of principle
investigators for whom this position manages the research process for both
pre-and post-award tasks, including proposals, award, award maintenance, closeout,
and resubmission of the proposal for future funding. Assist with research
administration process development, implementation, and training for the School
of Social Work.

Pre-Award
* Assist PIs in the research proposal
process, including reviewing the Request for Proposal documentation;
assisting the PI with development and review of budgets, budget
justifications, narratives, current and pending, and other related
documentation; as well as the submission process. As necessary, also works
with the SSW human subjects liaison.

Post-Award
* Process new research awards, assuring
documentation is finalized so fund(s) can be established and award may be
made. Assist PIs through Post-Award processes, including budget management,
budget revisions, evaluation of burn rates, extensions, PI changes, transit
recaps, expenditure confirmations, invoicing, management of subawards, fund
reconciliation, and closeout. Requires extensive collaboration with campus
Sponsored Programs Administration.
* Assist unit Purchasing and Human Resources
staff as they make purchases and make appointments, assuring funds are
available and expense is allowable for the fund type and source.
* Reconcile expenditures monthly, assuring
proper use of funds, allowability of expense, correct use of account codes,
and availability of funds. Address outstanding obligations, discrepancies,
and other issues.
* Request processing of journal vouchers and
budget transfers. Process labor redistributions as needed.
* Provide ad hoc reporting.

Administration
* Provide training to faculty and staff as
needed, such as in reading financial reports, using the expenditure
confirmation system, and grant proposal and maintenance processes.
* Collaborate with Director of Budget and
Resource Planning to establish policies, procedures, templates, job aids, and
websites related to the grants and contracts process.
* Act as Charge Code Review in Emburse.
* Act as backup Unit Security Contact on
urgent items when the Director of Budget and Resource Planning is out of
office.
* Other duties as assigned.

Coordinator Level Duties & Responsibilities

Pre-Award
* Review, analyze, and interpret Federal,
State, and University policies and procedures, and inform principal
investigators of new and changing developments. Advise principal
investigators and collaborators on pre-proposal and proposal development,
analyzing and interpreting relevant policies and procedures, forms, clearance
requirements, certifications, deadlines, budget limits, and cost sharing
requirements.
* With the principal investigator, develop
budgets and budget narratives/justifications, customizing formats as needed.
Ensure applicable regulations are addressed related to direct and indirect
costs, subawards, travel, fringe benefit rates, etc. Ensure agency/sponsor
required forms are completed appropriately.
* Collaborate with the School of Social Work
Research Office on human subjects requirements and processes.
* Prepare proposal records for sponsored
project applications and route for electronic signature approvals. Prepare
proposals in required systems and formats specified by the funding agency and
route in a timely manner.
* Monitor the status of each submitted
proposal until it is either awarded, rejected, or withdrawn. Complete budget
or proposal revisions as needed.
* Facilitate the review, approval, and award
of research contracts, data transfer agreements, confidentiality agreements,
and subawards. Act as a liaison between researchers, the campus sponsored
programs administration, and agencies/sponsors as needed.
* Evaluate award information and facilitate
requests for anticipation accounts when applicable. Collaborate with the Pl
and the School's Expense Team to establish a financial spreadsheet and
discuss award setup needs.
* Facilitate the effort certification
process by accurately reflecting key personnel voluntary and paid effort
commitments in budgets, justification statements, and progress reports.

Post-award
* Review expenditures monthly, checking for
appropriateness of expenditures within budgets, agency/sponsor terms and
conditions, applicable rules and regulations, and Federal, State, and
University policies and procedures. Assure corrections are made and issues
are resolved.
* Anticipate and prepare budget revisions,
no-cost extensions, and carry out requests as necessary. Ensure principal
investigators are aware of their budgets, meeting with them regularly, and
advising regarding rebudgeting as needed. Provide project and/or portfolio
specific adhoc financial reporting for Principal Investigators.
* Ensure that progress reports and final
project reports are submitted to funding agencies as required by the
agreement.
* Continuously monitor awards and reconcile
budgets and review those that are within 60 days of closing. Collaborate with
affiliates and staff on grant close-out activities. Resolve problems and
pursue adjustments as necessary, ensuring close-out activities have adhered
to all applicable rules/regulations.
* Assist in the semi-annual expense
confirmation process for the School's active grants.

Process Development,
Improvement, and Training
* Provides strategic leadership as the
subject matter expert in sponsored programs administration within the School,
driving process improvements and ensuring alignment with institutional and
sponsor requirements.
* In collaboration with the Director of
Budget and Resource Planning, develop and maintain documentation for
processes for research administration within the School, including evaluating
and incorporating best practices.
* Identify and implement proactive
post-award monitoring.
* Regularly review current processes and
practices and update procedure documentation accordingly.
* Conduct training for other staff, faculty,
students, and research collaborators surrounding the School and University's
research administration protocols.

Other Duties
* Attend the University's Sponsored Programs
and Research Compliance (SPaRC) events and other research agency webinars to
remain an active Illinois Certified Research Administrator and to stay
informed on recent trends/issues in research administration.
* Act as Charge Code Review in Emburse.
* Act as backup Unit Security Contact on
urgent items when the Director of Budget and Resource Planning is out of
office.
* When requested, represent the School at
the campus and unit level meetings including but not limited to Research
Administration Advisory Board (RAAB), new faculty orientation.
* Create ad hoc financial reports related to
grant administration when requested by the Director of Budget and Resource
Planning.
* Other duties as assigned.

Coordinator Level Minimum Qualifications
Bachelor's degree in business administration, accounting, finance, economics, or a field related to the position. Three (3) years of experience in pre and/or post-award sponsored programs administration within an institution of higher education. Demonstrated experience with Federal funding agencies. Illinois Certified Research Administrator (Illini CRA) status.

Coordinator Level Preferred Qualifications
Masters in Business Administration or related field. Experience with State of Illinois funding agencies.

Coordinator Level Knowledge, Skills and Abilities
The ability to organize, manage and complete multiple tasks with multiple deadlines. Excellent customer service, communication skills, follow-up skills, and computer (Excel) skills. Ability to complete work within established deadlines. Knowledge of University policies and procedures related to sponsored project administration, travel, and purchasing.

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 search posting closes. Hybrid work options may be available for this
position, with the ability to be on-site as needed per the University's
Workplace Flexibility policy. This position is not eligible for any type of
sponsorship for work authorization.

The budgeted salary range for this position is $55,000-$65,000 at the Specialist level, and $65,000-$75,000 at the Coordinator level. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

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

Applications must be received by 6:00 pm (Central Time) on September 17, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. 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. Upload your cover letter, resume, and names and
contact information for three professional references. 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 SW-HR@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign - the state's flagship public university and one of the world's leading research institutions - every staff member helps shape what's next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you're empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence - where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

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.

Requisition ID: 1038002

Job Category: Professional and Administrative

Apply at: https://jobs.illinois.edu