Assistant Director, Award Management - Sponsored Programs Administration
University of Illinois

Urbana, Illinois

Assistant Director, Award Management - Sponsored Programs Administration

Office of the Vice Chancellor for Research & Innovation
University of Illinois Urbana-Champaign

Since its founding in 1867, the University of Illinois Urbana-Champaign has earned a reputation as a world-class leader in research, teaching, and public engagement.

Sponsored Programs Administration (SPA) is a service unit under the Office of the Vice Chancellor for Research and Innovation, supporting the research enterprise throughout the entire lifecycle of an externally sponsored project, from proposal submission to award closeout.

The Assistant Director of Award Management directs section operations and develop section staff in order to independently perform sponsored research/other program post- award financial management duties at an advanced level, with emphasis on compliance with institutional policies and procedures, state and/or federal laws, and award terms and conditions.

Duties & Responsibilities

Award Management Section Personnel Management and Leadership:

Direct section operations and set priorities, including but not limited to: analyzing and distributing staff duties; reviewing/assigning incoming award documents and electronic requests; overseeing section audit activity; and coordinating year-end and annual file purge processes. Leadership duties include: mentoring and overseeing section staff and providing regular feedback/evaluations; managing personnel issues, and approving leave and travel. Serve as main resource to new section staff, develop and deliver section- specific new hire training, and review new staff's work and provide feedback on progress. Develop Award Management section processes and guidance documents and maintain tools and resources. Provide second-level review of higher dollar transactions. Hold section and individual meetings to communicate information and discuss questions and issues. Evaluate section resource needs and communicate to SPA leadership. Oversee a more complex distribution of awards in areas such as award terms, financial aspects, and invoicing and reporting requirements. Serve as a lead subject matter expert (SME) to other SPA functional teams regarding post-award section processes and sponsor requirements. Actively participate in SPA leadership and other meetings on behalf of the section and communicate relevant information to section staff. Act as a resource and back- up to the Associate Director, Award Management and other senior supervisory unit personnel.

Post-Award Financial Management:

Conduct detailed reviews of executed award documents, including related sponsor research policy and other references, to identify and track financial and compliance requirements. Perform pre-audits to determine allowability, accuracy, and compliance based on award terms and conditions and applicable policies and procedures. Coordinate cash collection activities. Manage all cost share commitments.

Policy and Regulation Interpretation and Application:

Research, interpret, and autonomously apply all relevant federal and state regulations and laws, University and sponsor policies, and sponsoring agency terms and conditions on a daily basis. Continuously monitor for updated regulations and policies to ensure sponsored research/other program compliance. Advise University faculty and staff on how to best maintain compliance. Collaborate with SPA leadership to develop and implement SPA policies, procedures, and objectives.

Liaison and Outreach Engagement:

Act as post-award liaison between University and sponsors. Lead in conflict resolution of award issues, and use independent judgment to facilitate resolution with all concerned parties. Serve as post-award subject matter expert (SME) related to sponsored research/other programs. Partner with and provide expertise to department business office staff and University units. Analyze and provide data to support studies by the Office of Government Costing. Conduct outreach initiatives to promote SPA and overall University objectives, including the development and delivery of presentations as a SME at SPaRC, national conferences, and other training opportunities.

Electronic Systems Application:

Evaluate SPA and University system data for consistency with award terms and conditions. Develop, utilize, and maintain numerous award management records and databases and analyze associated data. Access and maintain a working knowledge of multiple sponsor electronic systems, and advise faculty and staff on the use of these systems, as needed. On behalf of the University Board of Trustees, exercise independent judgement to electronically submit letter of credit cash draws, reports, and requests for award modifications.

Business Operations Contributions:

Manage and balance multiple supervisory and other tasks effectively with a high level of productivity. Lead process analysis and seek to streamline efficiencies and improve customer service. Take part in overall SPA strategic planning and operational decision discussions. Minimal travel may be required. Perform other duties as needed to enhance the mission and goals of SPA.

Minimum Qualifications

Bachelor's degree in business administration, accounting, finance, economics or a field related to the position. Two years of demonstrated experience in research administration in a University setting, including post-award, financial management, leadership and facilitation. Experience with understanding and following related Federal and State regulations and policies for the conduct of sponsored research/other programs, cost share types and proper tracking processes.

Preferred Qualifications

Advanced degree. Advanced experience in sponsored research/other program post-award financial management within a University post-award research administration office. Experience with and knowledge of / respect for University of Illinois policies and procedures and a knowledge of the University of Illinois. Certification in research administration (CRA). Certification in research administration at the University of Illinois (Illini CRA).

Knowledge, Skills and Abilities

Highly developed communication skills and ability to work as a team member and a team leader. Excellent computer skills including a comprehensive knowledge of the Microsoft Office suite (e.g. Word, Excel, PowerPoint, Outlook, Access) and experience with electronic database systems. Strong interpersonal skills that reflect courtesy, diplomacy, and a collaborative approach to develop and maintain effective work relationships. Ability to be self-motivated, work independently, and exercise sound judgment in the performance of all work assignments. Ability to multi-task and prioritize to meet stringent deadlines while staying on task with daily assignments. Strong organizational, analytical, and problem solving skills. Well-developed standards of professional conduct and customer service including, but not limited to: accountability, acceptance of new challenges and responsibilities, and a focus on customer needs and prompt, accurate resolution of issues. Demonstrated ability to lead and mentor staff, set priorities, and oversee a functional area. Knowledge of external sponsor systems.

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 close date. Salary is commensurate with experience. This position may be eligible for a hybrid or remote work arrangement dependent with unit operational needs.

Application Procedures & Deadline Information
Applications must be received by Wednesday, November 2, 2022. 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 this website will not be considered. For further information about this specific position, please contact Leslie Lewin Reinhart ( For questions regarding the application process, please contact 217-333-2137.

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, COVID-19 vaccination requirement, 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. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing .

Requisition ID: 1011620
Job Category: Administrative
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