Grants and Contracts Specialist/Grants and Contracts Coordinator

NCSA Business Office

*** search extended until Oct. 5, 2020 ***

The National Center for Supercomputing Applications (NCSA) advances discovery and innovation through extreme-scale computing, science-enabling software, and the skills of our expert staff. The center is part of the flagship University of Illinois at Urbana-Champaign—a world leader in research, teaching, and public engagement—and is located in a micro-urban community that combines cultural vibrancy with affordability and quality of life.

For more than 30 years, NCSA has partnered with visionaries to discover solutions to grand challenges for the benefit of science and society. Our advanced digital resources and world-class staff push research beyond the unimaginable. Can you imagine? We can.

The National Center for Supercomputing Applications (NCSA) is currently seeking applicants for Grants and Contracts Specialist and Grants and Contracts Coordinator. This position provides expertise in the management of a portfolio of sponsored research awards, self-supporting services, projects and/or programs, and supports the general accounting, budgeting, purchasing, and reporting functions of the NCSA Business Office.

Key responsibilities

Grants and Contracts Specialist
  • Grants management
    • Collaborate with principal investigators for externally funded research projects, conducting the budgeting and accounting activities in accordance with Federal Uniform Guidance, Generally Accepted Accounting Principles, University Policies and Procedures, as well as compliance with Sponsoring Agencies' Rules and Regulations.
    • Review sponsored project recurring orders for renewal approval or cancellation.
    • Process no-cost extensions, budget revisions, and subaward incremental funding.
  • Service contract management
    • Calculate, review, and analyze service activity rates for new and existing NCSA services.
    • Provide expert guidance in the development of service activity rates to service center personnel, Business Office colleagues, and administration.
    • Assist in maintaining the service activity rate database per University requirements.
    • Assist with completing annual Fact Sheets for assigned self-supporting funds.
    • Work with the Senior Grants and Contracts Coordinator in preparing special management reports as requested.
  • Administration
    • Manage a portfolio of NCSA accounts. The nature of the accounts could vary from research projects, self-supporting services, contract work, or other financial programs.
    • Assume responsibility for BA4 accounts, verifying payroll, all non-personnel expenses, revenues and encumbrances to ensure allowability and allocability.
      • Operate and maintain the BA4 system.
      • Work with minimal supervision to, prepare monthly BA4 statements and financial reports.
      • Provide PI with spending updates.
    • Review requests for goods and services, and their associated invoices, and ensure that each action follows law, regulation, and policy. If a purchase is for a sponsored project, ensure that the action directly benefits the project, is an allowable cost under OMB Circular A-21/Uniform Guidance, and is within the budget and project scope.
    • Review and approve personnel changes, TEM transactions.
    • Assist with the preparation of submitting monthly invoices to both internal and external customers for their use of NCSA services.
Grants and Contracts Coordinator
  • Grants management
    • Collaborate with principal investigators for externally funded research projects, conducting the budgeting and accounting activities in accordance with Federal Uniform Guidance, Generally Accepted Accounting Principles, University Policies and Procedures, as well as compliance with Sponsoring Agencies’ Rules and Regulations.
    • Review sponsored project recurring orders for renewal approval or cancellation.
    • Process no-cost extensions, budget revisions, and subaward incremental funding.
  • Service contract management
    • Calculate, review, and analyze service activity rates for new and existing NCSA services.
    • Provide expert guidance in the development of service activity rates to service center personnel, Business Office colleagues, and administration.
    • Assist in maintaining the service activity rate database per University requirements.
    • Complete annual Fact Sheets for assigned self-supporting funds.
    • Develop and prepare special management reports as requested.
  • Administration
    • Manage a portfolio of NCSA accounts. The nature of the accounts could vary from research projects, self-supporting services, contract work, or other financial programs.
    • Assume responsibility for BA4 accounts, verifying payroll, all non-personnel expenses, revenues and encumbrances to ensure allowability and allocability.
      • Operate and maintain the BA4 system.
      • Working autonomously, prepare monthly BA4 statements and financial reports.
      • Provide PI with spending updates.
    • Review requests for goods and services, and their associated invoices, and ensure that each action follows law, regulation, and policy. If a purchase is for a sponsored project, ensure that the action directly benefits the project, is an allowable cost under OMB Circular A-21/Uniform Guidance, and is within the budget and project scope.
    • Review and approve personnel changes, TEM transactions.
    • Create monthly invoices for internal and external customers for their use of NCSA services.

Required education and experience

Grants and Contracts Specialist
  • Bachelor's degree in business administration, accounting, finance, economics or a field related to the position.
  • Demonstrated professional work experience in business, finance, or a related field.
  • Experience with Microsoft Excel and automated database tools.
Grants and Contracts Coordinator
  • Bachelor's degree in business administration, accounting, finance, economics or a field related to the position.
  • Minimum three years of professional work experience in research administration.

Preferred experience

Grants and Contracts Specialist
  • Experience with University financial systems, including Banner, Mobius View (View Direct), iCS, and University General and Financial guidelines.
Grants and Contracts Coordinator
  • Alternate degree fields will be considered/accepted if accompanied by equivalent experience (depending on nature and depth of experience as it relates to this position).
  • Experience with recharge rate calculations in a private company or in an educational institution setting.
  • Grant management and procurement experience.
  • Experience with Microsoft Excel and automated database tools.
  • Experience evaluating routine accounting problems and analyzing/interpreting complex accounting records and reports.

Key skills/knowledge

Grants and Contracts Specialist
  • Knowledge of Generally Accepted Accounting Principles.
  • Training in University or fund accounting fundamentals.
  • Ability to work in a team environment.
  • Ability to perform detailed work involving the application of accounting theory to routine accounting problems.
  • Ability to perform detailed work involving written or numerical data and make arithmetical calculations rapidly and accurately.
  • Ability to complete tasks accurately, with an acute attention to detail.
  • Ability to communicate effectively, both written and orally.
  • Ability to work effectively with others, as well as independently.
  • The successful candidate will be dedicated to ongoing continuing professional education (internal University finance training or external finance/grant management workshops/training).
Grants and Contracts Coordinator
  • Knowledge of Generally Accepted Accounting Principles.
  • Training in University or fund accounting fundamentals.
  • Ability to work in a team environment.
  • Ability to perform detailed work involving the application of accounting theory to routine accounting problems.
  • Ability to perform detailed work involving written or numerical data and make arithmetical calculations rapidly and accurately.
  • Ability to complete tasks accurately, with an acute attention to detail.
  • Ability to communicate effectively, both written and orally.
  • Ability to work effectively with others, as well as independently.
  • The successful candidate will be dedicated to ongoing continuing professional education (internal University finance training or external finance/grant management workshops/training).

This is a full-time (100%), twelve-month Civil Service Grants and Contracts Administrator position. Salary is competitive and commensurate with qualifications. The proposed start date is as soon as possible after the closing date.

To ensure full consideration, application materials must be received by October 5, 2020. If you have not applied before, you must create your candidate profile at jobs.illinois.edu. (If you already have a profile, you will be redirected to that existing profile via email notification.) Please use the "Apply for Position" button to apply. Applications not submitted through the jobs.illinois.edu website will not be considered. To complete the application process:

Step 1: Submit the Staff Vacancy Application

Step 2: Submit the Voluntary Self-Identification of Disability forms

Step 3: Upload your cover letter, resume (months and years of employment must be included), academic credentials for any degree attained Bachelor's degree and higher (unofficial transcripts or diploma may be acceptable), and names/contact information for three references.

In order to be considered as a transfer candidate, University employees currently on the internal transfer list must apply for this position using the above-mentioned procedures. For more information regarding application procedures, contact Wil Myers. For questions about the application process, please contact 217-333-2137.

The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer.

As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.

The University of Illinois is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply. For more information, visit http://go.illinois.edu/EEO.

For further information regarding our application procedures, you may visit www.ncsa.illinois.edu or email NCSA-HR@illinois.edu.