Pre-Award Specialist

Description

OSPA Pre-Award operates in a fast-paced, deadline-driven environment that requires strong organizational skills and the ability to work effectively under pressure. This position involves multifaceted responsibilities in support of faculty, staff, and students seeking external funding. The role requires ongoing training in regulations and compliance and includes representing the university’s interests throughout the proposal review and submission process.

Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

Examples of Duties

Duties include reviewing funding opportunity announcements and requests for proposals; ensuring compliance with sponsor, university, state, and federal requirements; reviewing and developing proposal budgets using Excel; and submitting proposals to external sponsors.

• Serve as the primary liaison between external sponsors and principal investigators for the review, submission, and acceptance of grant proposals on behalf of SIUC, ensuring compliance with sponsor, university, state, and federal requirements.
• Coordinate assigned pre-award service functions within OSPA to support timely and accurate proposal submissions, including reviewing funding opportunity announcements for eligibility, requirements, and submission instructions.
• Collaborate with faculty and departmental staff to guide proposal development, review budgets for allowability and accuracy, and complete internal approval processes in accordance with university policies and sponsor guidelines.
• Review grant proposals and sponsored project award documents to ensure compliance with applicable regulations and institutional policies, protecting the interests of both the university and sponsoring agencies.
• Respond to post-submission requests for information and clarify sponsor terms and conditions to ensure alignment with university policies and compliance requirements (e.g., HIPAA, FERPA, conflict of interest, debarment).
• Coordinate with appropriate campus stakeholders to resolve administrative, compliance, or contractual issues involving sponsors, principal investigators, and other key personnel.
• Review award documentation to verify that required compliance approvals and assurances (e.g., IRB, IACUC, FCOI, RCR, export controls, biological hazards) are in place, and coordinate reviews with responsible offices as needed.
• Apply effective written, verbal, and interpersonal communication skills while working collaboratively with OSPA teams to support continuous improvement of pre-award business processes and service delivery.
• Utilize electronic research administration systems and other software tools to manage information, maintain documentation, and develop reference materials for internal and external use.
• Perform other duties as assigned.

Qualifications

Minimum Qualifications:

Education:

• Bachelor’s degree is required.

Experience:

• One (1) year of experience in sponsored projects (grant) administration required (e.g., grant proposal preparation and submission), or equivalent experience supporting externally funded projects in a research, nonprofit, industry, or government environment. Higher education experience is preferred but not required.

Skills and Abilities:

• Proficiency in Microsoft Office applications, with strong Excel skills for budget development and review; ability to learn new systems and software applications.
• Strong written and verbal communication skills, with the ability to work effectively with faculty, staff, sponsors, and internal stakeholders.
• Excellent organizational, time-management, and problem-solving skills, with the ability to manage multiple deadlines in a fast-paced, deadline-driven environment.
• Exceptional attention to detail and ability to apply complex policies, regulations, and procedures accurately.
• Demonstrated commitment to customer service and a collaborative, team-oriented approach to work.

Southern Illinois University Carbondale is an R1 Opportunity University with a statewide economic impact of $2.7 billion dollars. We offer 200+ undergraduate degrees, minors and specializations, 79 master’s degrees, and 40 doctoral degrees. Our main campus is 1,136 acres, with additional acreage in University Farms, Touch of Nature Outdoor Education Center, and other facilities. The university is an essential part of the city of Carbondale and an important contributor to the culture of the entire region. While Carbondale includes many of the amenities of urban life, it retains its small-town flavor. Cost of living is considerably lower in the region than similar areas elsewhere, and many employees commute from nearby counties.

The Southern Illinois region is distinct from the rest of the state, boasting considerable natural beauty including the Shawnee National Forest, many state parks, national wildlife areas, and several lakes beloved for recreation. Local foods are readily available in the area, with a variety of eateries and a growing specialized food truck presence. The area is home to the Shawnee Hills Wine Trail, an official wine appellation designation. The wineries extend the cultural reach of the community, hosting live music and continual art exhibits. The campus itself is a microcosm of the area, with a lake and forest on campus, as well as traditional collegiate architecture, quad, and residential halls. Students enjoy outdoor study areas as well as specialized computer labs scattered across campus, including in the three million volume Morris Library. To learn about employee benefits, employee tuition waivers, and find resources about Carbondale and the Southern Illinois region, visit: https://jobs.siu.edu/.

Southern Illinois University Carbondale is an equal opportunity, affirmative action employer dedicated to building a community of excellence, equity, and diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ancestry, age, order of protection status, genetic information, marital status, disability, pregnancy, sexual orientation including gender identity, unfavorable discharge from the military or status as a protected veteran. The university will comply with all federal and state nondiscrimination, equal opportunity and affirmative action laws, orders, and regulations.

University employees may be eligible for a variety of State of Illinois benefits. These benefits are administered through the Illinois Department of Central Management Service (CMS). These benefits include: Health Insurance plans (HMOs, OAPs, QCHP and CDHP), Dental Insurance, Vision Plan, Life Insurance, Accidental Death & Dismemberment (AD&D), Supplemental Long Term Disability (LTD), Flex Spending Accounts, MCAP and DCAP, and 457(b) Deferred Compensation Plan.

Eligible employees are required to participate in the State Universities Retirement System (SURS). SURS is the retirement administrator for employees in public higher education in the State of Illinois.

Other benefits available to eligible employees include: Generous paid time-off, 403(b) Supplemental Retirement Plans, and Employee Assistance Program.