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

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.

Specialist Level Duties & Responsibilities

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.

Specialist Level Minimum Qualifications

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

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.

Specialist Level Preferred Qualifications

Completion of or current enrollment in the campus SPaRC program. One (1) year of experience working in a professional office setting.

Coordinator Level Preferred Qualifications

Masters in Business Administration or related field. Experience with State of Illinois funding agencies.

Specialist 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.

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.

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 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.

Application Procedures & Deadline Information

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