Assistant Director Research Administration

Assistant Director Research Administration

School of Chemical Sciences

College of Liberal Arts & Sciences

Job Summary

The Assistant Director of Research Administration is responsible for managing the School of Chemical Sciences (SCS) sponsored research team in the business office and supervising the Sponsored Research Business Analysts (SRBA). The Assistant Director will serve as a key liaison/point of contact for the department budget officers as well as the point of contact for faculty with inquiries concerning their grant portfolios including tracking of burn rates on grants, committed effort, and cost sharing arrangements. This position assumes a leadership role in the development and submission of proposals and fiscal management of Federal and non-Federal awards and will manage the day-to-day pre and post-award sponsored research program activities within SCS.

Duties & Responsibilities

Leadership Duties

• Supervises and manages the School of Chemical Sciences (SCS) grants office and staff. This includes

training, allocation of workload, ongoing performance management with coaching and feedback, career

development planning, travel approval, as well as conducting annual performance reviews.

• Collaborates with SCS leadership team and departments to ensure compliance with UIUC and funding

agencies while enhancing service levels to our customers.

• Develop operational strategies and design business processes and procedures to enhance efficiency,

accuracy, and effectiveness for pre and post award administration.

• Develops and implement processes, procedures, and systems to ensure compliance with sponsors relating to

principal investigator efforts, obligations and cost-share and work with departments to verify reflected

accurately in ARS

• Oversee and manage the SCS research portfolio including allocation of workload and training and

supervision of staff.

Oversee and ensure continued compliance of agency requirements and communicate necessary changes.

• Responsible for maintaining and communicating current federal solicitations, ever-changing federal

regulations, and University policies and guidelines related to research administration

Pre-Award Management

• Review and interpret sponsor regulations and guidelines and provide expertise and guidance to principal

investigators in the preparation and submission of proposals to various sponsors, including but not limited to

Federal, State, Industry partners, Non-Profit organizations, and foreign entities.

• Acts as lead research administrator on large, complex grants that include multiple collaborators and

coordinates and assists SRBA’s in the development of proposals, budgets, expenditure forecasts and ad-hoc

financial reporting for sponsored projects to ensure compliance with specified requirements.

• Serves as a liaison with Sponsored Programs Administration (SPA) and assists with agreement negotiations to

ensure awards are processed in a timely manner.

Post-Award Management

• Facilitates and assists SRBA’s in portfolio management for principal investigators
• Coordinate the review and account reconciliation process of sponsored award expenditures and ensure

integrity, accuracy, and allowability of transactions in accordance with project budgets and agreements as

well as University and Federal guidelines. Complete necessary corrections timely.

• Leads process to provide projections, expenditure forecasts and ad-hoc financial reporting and advise on

hiring and/or major spending decisions such as equipment purchases. Performs monthly review of financial

statements for unallowable expenditures, deficits, accuracy, etc.

• Assists faculty with personnel management including effort obligation and reporting, funding projections for

hiring, labor distribution changes and expenditure forecasts

• Ensure timely completion of the semi-annual confirmation process
• Manages the completion of sponsored project close-out reviews and works with SPA to close completed

project accounts in a timely manner for assigned research portfolio.

• Requests and monitors anticipated accounts, subaward agreements, and other agreement extensions.

Administrative Duties

• Manages the chart of accounts, requesting Banner account segments when necessary, and ensures accuracy

of information in BA4 finance and departmental accounting and reporting.

• Assists SCS purchasing and payables functions by coordinating the review and approval of purchasing

transactions, review and approval of iBuy system transactions, and subaward invoice processing.

• Designs and maintains various reports, spreadsheets, and/or databases to effectively manage sponsored

project funds.

• Participates in the campus research administration community by attending RAAB, BMG, and Sponsored

Programs and Research Compliance (SPaRC) meetings, and serve on various committees to enhance and

improve administration efforts.

• Serves on search committees and acts as committee chair, as needed, for open searches within the school.
• Assumes additional duties to further the mission of SCS.
• Assumes additional grants and contracts duties to further the mission of SCS.

Required Qualifications

• Bachelor’s degree in business administration, accounting, finance, economics, or a field related to the position
• Three years of professional work experience in research administration
• Experience with University business policies, procedures, and financial systems

Preferred Qualifications

• Master's degree in business administration, higher education administration, or a related field
• Illinois Certified Research Administrator
• Strong background in sponsored research pre-and post- award

Successful candidates will have:

• Ability to organize and successfully manage multiple concurrent complex tasks
• Proven track record of customer service and demonstrated ability to be result-oriented with strong organizational and time management skills
• Excellent interpersonal skills, the ability to communicate effectively with others, and the ability to interact with a broad array of internal and external constituents
• Commitment to creating an inclusive environment
• Demonstrated effective organization, supervisory, and communication skills desired to provide daily leadership
• Understanding of accounting principles
• Comprehensive understanding of University, College, and Department organization, objectives, and goals
• Knowledge of University guidelines and procedures for general accounting, proposal processing, and grant administration

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 deadline date. The budgeted salary range for the position is $85,000 to $95,000. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. Hybrid work options may be available for this position after an initial on-site training period, with the ability to be on-site at the University of Illinois Urbana Champaign campus as needed per the University’s Workplace Flexibility policy. Sponsorship for work authorization is not available for this position.

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 25, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume (months and years of employment must be included), official transcripts for all degrees obtained, and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. 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. 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 lascollegehiring@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

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.

The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

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 accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1032231
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu