"Grants and Contracts Coordinator - Department of Physics"

Grants and Contracts Coordinator
Department of Physics

The Grainger College of Engineering
University of Illinois
Urbana-Champaign

The Department of Physics in The Grainger College of Engineering seeks applicants for a Grants and Contracts Coordinator position. Under the direction of the Assistant Director, this position will develop, review, and submit proposals for federal, non-federal, and internal sponsored research funding in conjunction with department stakeholders. The employee is responsible for maintaining familiarity with federal solicitations, changing federal regulations and guidelines, and university policy associated with sponsored research administration. The hire will review and submit proposals independently in consultation with other sponsored research administrators and business staff focusing on submission, compliance, and award management.

Duties and Responsibilities:

• Develop, prepare, assemble, and submit proposals to federal and non-federal sponsors and for internal funding opportunities.
  • Review, interpret, and comply with federal regulations (e.g., Uniform Guidance, ITAR, EAR, FAR), sponsor policies and guidelines, and university policies and procedures for proposal submission.
  • Develop budgets; prepare and edit proposal documents; ensure all requirements necessary for valid submission are met (e.g., deadlines, funding restrictions, eligibility restrictions, potential cost share, compliance for conflicts of interest, research security training, etc., authorization).
  • Communicate with a range of proposal stakeholders such as internal and external collaborators (e.g., investigators, other institutions' research administrators, a wide variety of campus units) and funding sponsors' staff (e.g., IT help desks, policy administrators, program officers).
• Serve as a liaison for the Department of Physics to Sponsored Program Administration (SPA) for the purposes of proposal submission and award management.
  • Ensure SPA receives requested proposal revisions and assist investigators in developing and submitting a wide variety of pre-award and post-award requests, such as for subaward initiation, proposal updates, no-cost extensions, incremental funding, material transfer agreements, and budget revisions.
  • Communicate sponsored research administration policies and procedures to investigators and follow up with SPA to ensure that awards are finalized and funded project accounts are established in a timely manner.
• Connect with the campus research administration community and take part in continuous learning through the Office of the Vice Chancellor for Research and Innovation, such as Sponsored Programs Administration (SPA) and the Office of Research Security (ORS), and other system and campus administrative and compliance units such as the Office of Business and Financial Services (OBFS), the Office of Technology Management (OTM), and Government Costing.
• Participate and pursue external learning opportunities in research administration. Actively participate in programming provided by funding agencies, professional associations, and other organizations relevant to the field.
• Collaborate with other business staff within the Department of Physics, ensure sponsored research products, procedures, and transactions are compliant with university policies and federal and state regulations and are handled in a timely, efficient, and accurate manner. Maintain documentation, identify and communicate concerns, and resolve discrepancies. Provide process improvement ideas and assist with implementation.
• Perform other additional appropriate related duties to further the mission of the department.

Minimum Qualifications:

• Bachelor's degree in business administration, accounting, finance, economics or a field related to the position.
• One year of demonstrated experience in sponsored research administration.

Preferred Qualifications:

• Master's degree in English, Business, Accounting, or related field requiring strong literacy and critical thinking competencies
• Experience in working within higher education, especially in business and/or research administration.
• Certification as an Illinois Certified Research Administrator and/or as a Certified Research Administrator or Certified Pre-Award Research Administrator.

Knowledge, Skills and Abilities:

• Ability to prioritize, organize, and manage diverse activities in a deadline-driven environment and to manage multiple work priorities given those demands. Must be able to adapt to quick turnaround times and changes in requirements based on type and granting agency.
• Maintain high quality, compliance, and ethical standards under pressure. Meticulous attention to detail.
• Excellent communication and customer service skills. Maintain a professional demeanor in high-stress situations, with unwavering courtesy and skill in conflict resolution.
• Ability to work well in an academic environment and to communicate effectively.
• Ability to absorb and analyze extensive amounts of information about policies and procedures quickly and accurately, usually accessed in written form.
• Ability to thrive in a team environment and actively contribute to the team's success while demonstrating individual judgment and initiative. Includes close cooperation and coordination with supervisor.
• Experience with wide variety of productivity software and web-based application systems. Ability to adapt quickly to changes in software systems and applications.

Appointment Information

This is a full-time Civil Service Grants and Contracts Associate position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. The budgeted salary range for this position is $55,000- $65,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility policy. Sponsorship for work authorization is not available for this position.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on January 19, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names with contact information for three references. 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 Stephanie Swearingen (sswearin@illinois.edu). For questions regarding the application process, please contact 217-333-2137.