Grants & Contracts Coordinator - Carl R. Woese ...

Grants & Contracts Coordinator - Carl R. Woese Institute for Genomic Biology The Carl R. Woese Institute for Genomic Biology (IGB) is an interdisciplinary research institute at the University of Illinois Urbana-Champaign, built on a team-science approach. Its mission is to advance life sciences research, engage the public in understanding the impact of genomic discoveries, and foster bioeconomic development across Illinois. IGB researchers lead groundbreaking genomic studies that tackle critical societal challenges in food security, energy, health, technology, and environmental sustainability. The institute's administrative infrastructure is designed to support dynamic research themes, enabling them to evolve with emerging discoveries, innovative methods, and changing needs. The Grants and Contracts Coordinator provides advanced operational oversight for post-award financial management, compliance, and continuous process improvement within the Institute for Genomic Biology (IGB). This role supports the Assistant Director for Budget and Resource Planning, ensuring the efficient administration of sponsored projects, adherence to institutional and sponsor policies, and optimization of grants management systems. The position independently manages several large and complex sponsored research projects and serves as a subject matter expert for complex grant and contract processes, driving innovation and excellence in research administration. Duties and Responsibilities Specialized Grant Management Independently manage high-profile grant portfolios, assuming responsibility for major grants. Including but not limited to a large-scale DOE and ARPA-H grant, and other complex grants. Ensure alignment with sponsor guidelines and institutional policies by reviewing budgets, analyzing expenditures, and tracking spending trends. Exercise independent judgment in reviewing and approving expenditures to ensure compliance with sponsor, federal, and University policies. This includes but is not limited to transactions related to personnel appointments, procurement systems, travel, and reimbursements. Serve as a liaison to SPA. Proactively identify and resolve budgetary issues for major grants, taking initiative to troubleshoot and maintain compliance. Initiate Journal vouchers in BANNER. Prepare and reconcile monthly financial reports and other grant summaries, reports, and documents with minimal oversight. Independently develop financial projections, recaptures, and spend plans based on PI needs, award terms, and ongoing project goals. Prepare and manage comprehensive grant records. Ensure accurate data entry, tracking, and reporting for faculty, administration, and sponsors. Advanced Financial Oversight & Compliance Oversee and approve high-value transactions, including subaward invoices, journal vouchers (JVs), and iBuy transactions up to $250,000, ensuring accuracy and compliance. Collaborate with the Assistant Director, faculty, and program managers to develop strategic spending plans, while leading the creation of financial forecasts and projections; manage grant budget revisions and execute budget recapture processes to optimize resource utilization. Oversee compliance reviews for faculty effort reporting, cost-share commitments, progress reports, and expenditure certifications; ensure accurate documentation in the Activity Reporting System (ARS). Assist with the review of awards and amended awards, ensuring all requirements are documented by completing award checklists as necessary. Assist with the execution and compliance of the semi-annual confirmation process. Provide expert guidance to faculty on the financial implications of hiring, staffing, and major expenditures. Lead and oversee all phases of award administration, including subaward management, negotiations, setup, and closeout for complex, high-risk projects. Ensure compliance with contractual terms, regulatory requirements, and timely submission of final reports and certifications. Oversee audit documentation and serve as a point of contact during internal and external audit processes. Respond to audit findings and follow up on required actions in collaboration with the supervisor. Leadership & Operational Support Provides support to the Assistant Director for post-award operations, providing operational input on financial planning, compliance, and resource allocation. Supports the Assistant Director by serving as a backup for team inquiries, offering expert guidance and resolutions on grants and contracts issues. Collaborate with the Assistant Director and leadership to develop and refine policies, implement best practices, and support process improvement initiatives across grants administration. Process Development & Implementation & Training Support the Director in the implementation of new systems and tools, process improvements, and assist in developing rollout plans and training materials. Maintain and update post-award process manuals and procedures to reflect current policies and best practices. Assist with training programs for new team members on grants and contracts processes and mentor junior staff. Maintain current knowledge of federal, state, and institutional regulations governing sponsored research. Participate in relevant professional development and training opportunities. Minimum Qualifications Bachelor's degree in business administration, accounting, finance, economics, or a related field. 2 years of experience in grant and contract administration. Preferred Qualifications 4-5 years of relevant grant and contract administration experience within a research university setting or comparable experience in research administration in a non-university environment (e.g., government, non-profit, or industry research organizations, etc.) Experience managing complex grants. Expert knowledge of federal, state, and institutional regulations governing sponsored projects. Proven ability to implement process improvements, lead system transitions, and manage complex portfolios. Exceptional analytical, organizational, and communication skills. Experience with Banner, iBuy, and appointment portals. Advanced proficiency in financial analysis and projection tools. Exceptional ability to manage competing priorities in a fast-paced environment. UIUC Certified Research Administrator Certificate. Knowledge, Skills and Abilities Strong analytical and problem-solving skills, with attention to detail and accuracy. Must be able to communicate effectively with others, and have the ability to work independently with minimal supervision. Highly organized, able to prioritize tasks, manage competing deadlines, and maintain accuracy in a fast-paced, high-volume environment. Proactive and resourceful, willing to take on responsibilities and exercise independent judgment and discretion. Proficient in Microsoft Excel and Word, with the ability to use technology to support financial and administrative processes. Strong knowledge of principles and procedures related to monitoring and administration of grants and contracts. Expert knowledge of and ability to independently apply federal, state, and sponsor-specific regulations, policies, and procedures related to sponsored research administration. Capacity to mentor junior staff and provide guidance on grants and contracts processes. Skill in forecasting, multi-year budgeting, and translating financial data into actionable guidance. Aptitude for identifying inefficiencies, redesigning workflows, and driving adoption of new tools or processes. 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 4/13/2026. The budgeted salary range for this position is $70,000 to $80,000. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, and candidate experience and qualifications. This position is not eligible for any type of sponsorship for work authorization. Application Procedures & Deadline Information Applications must be received by 6:00 pm (Central Time) on March 18, 2026. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through 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 Jana Lenz at . 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

Created: 2026-03-10