Grants and Contracts Specialist - Beckman Institute for Advanced Science and Technology

Grants and Contracts Specialist - Beckman Institute for Advanced Science and Technology

Beckman Institute for Advanced Science and Technology

Job Summary

This role encompasses the full lifecycle of sponsored program administration, including proposal preparation and submission, budgeting, accounting, compliance and reporting. The Grants and Contracts Specialist will oversee the financial and regulatory management of sponsored research grants, contracts and subcontracts for faculty investigators. The Specialist must maintain a thorough understanding of federal and University guidelines to ensure the effective administration of awards from both federal and private sponsors. This position requires a strong knowledge of general accounting principles including an understanding of debits and credits, budgeting and financial analysis.

Duties & Responsibilities

• Pre-Award
  • Work directly with Beckman faculty on proposal submissions – counseling on the process, reviewing and understanding research solicitations and interpreting guidelines and submission requirements in accordance with university and agency regulations. Serve as a liaison between faculty and Sponsored Programs Administration (SPA) pre-award staff.
  • Prepare complex budgets and justifications and assist with current and pending support along with other documentation required for proposal submission.
  • Assist proposers with entering budget information into sponsor portals and initiate internal record in myProposal portal and agency portals when required.
• Post-Award
  • Manage a post-award portfolio and correspond with faculty throughout the life of the grant. Serve as a liaison between faculty and SPA post-award staff.
  • Review and approve the use of grant funds for expenses such as employee appointments, i-Buy orders, p-card expenses and travel reimbursements to ensure integrity, accuracy and allowability in accordance with budgets, agreement terms and applicable policies and procedures.
  • Review, process, monitor and track subaward agreements and payments. Monitor and request anticipation accounts, no cost extensions and contract modifications.
  • Review progress reports and monitor faculty effort to ensure compliance with policies, making recommendations for change when necessary. Assist with reporting when required.
  • 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.
• Pre- and Post-Award
  • Maintain knowledge of SPA guidelines for all pre-award and post-award activities. Consult with SPA for required documentation, reporting and close-out activities. Maintain knowledge of sponsor rules and regulations for grant expenditures, allowable/unallowable costs, rebudgeting, carryforward, etc.
  • Assist in conflict resolution with grants and contracts business activities to identify and resolve problems.
  • Participate in continuing professional development (e.g. conferences, seminars, webinars, etc.) to improve knowledge and judgment.
  • Provide backup support for team members during absences (e.g., vacation, leave or high-volume periods) to ensure continuity of operations. Perform other duties as assigned to support team and departmental needs.

Minimum Qualifications

• Bachelor's degree in business administration, accounting, finance, economics or a field related to the position.
• One year of professional experience in business, finance and/or related field.

Preferred Qualifications

• Work experience at an institution of higher education or experience working with federal grants.
• UIUC Certified Sponsored Research Administrator.

Knowledge, Skills and Abilities

• Ability to organize and manage diverse activities in a time sensitive environment.
• Excellent communication and customer service skills.
• Strong background in accounting principles and business practices.
• Knowledge of, or the ability to learn, federal, state and funding agencies policies, procedures, laws, regulations and codes applicable to the administration of grants and contracts.
• Knowledge of, or the ability to learn, University policies and procedures.
• Knowledge of computers, including word processing, spreadsheets and database management.

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 posting period closes. The salary range for this position is $63,000/year - $67,000/year. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements and budget constraints.

Visa 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 April 3, 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. 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 jobs@beckman.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: 1035375
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu