The University of Illinois at Chicago is seeking and Business Administrative Assistant (Sponsored Award Specialist) in the Office of the Vice Chancellor for Research. This position provides assistance and expertise to facilitate and oversee post-award accounting activities for sponsored projects administered by the Office of Sponsored Programs including: applying specialized knowledge about data maintenance to ensure operations are conducted in compliance with University/departmental policies and procedures and applicable state/federal laws, and adhere to contractual obligations; setting up and closing out sponsored project funds; performing complex analysis of post-award financial data/information; assisting with production of managerial business and financial reports; and initiating/performing other administrative responsibilities that requires specialized knowledge about sponsored project post-award administration to effectively integrate established University/sponsor regulations and guidelines with applicable policies and procedures.

Work Schedule: The Sponsored Award Specialist has a hybrid work schedule which incumbent will work a few day in the office and other days at home. This a full time and benefits eligible position.   UIC offers competitive salaries commensurate with experience.  In addition all full time benefits eligible positions include a comprehensive benefits package which include; Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes; Vacation, Holiday and Sick.  In addition we offer tuition waivers for employees and dependents.  Click for a complete list of Employee Benefits

• Responsible for coordinating and performing comprehensive post-award financial accounting activities that requires specialized knowledge to process and oversee complex operations related to grants and contracts financial administration, and to manage a higher volume of sponsored projects specific to assigned schools/colleges. This includes managing the post-award lifecycle of sponsored projects, including grant set-up, billing/invoicing, expenditure monitoring, financial reporting and close-out.
• Provide managerial assistance to establish, implement, and oversee post-award financial and compliance policies for sponsored projects including identifying areas in which policies need to be developed and/or updated to promote the overall effectiveness of operations and services administered by the Office of Sponsored Programs.
• Provide direction to University officials/staff to facilitate post-award activities, promote consistency in processing functions, and ensure compliance with regulations and guidelines established by University/sponsor constituencies, which requires expertise in post-award administration, and specialized knowledge about applicable policies and procedures.
• Responsible for maintaining specialized knowledge about sponsored project terms/conditions related to post-award accounting activities, and about applicable University/departmental policies and procedures related to establishing and overseeing the administration of sponsored project accounts.
• Conduct detailed, complex review and analysis of sponsor policies and procedures to effectively coordinate and manage pre-audit and post-audit business transactions related to restricted and unallowable cost categories for propriety, allocability, correctness, and reasonableness.
• Develop and produce business and financial reports related to post-award financial activities for distribution to departmental business managers and grants administrators to facilitate the timely close-out of federally funded grants and contracts.
• Provide managerial assistance to develop and prepare external interim and final financial close-out reports required by both federal and non-federal sponsors that provide information regarding budgets, expenditures, unobligated balances, property, and other data outlined in the grant and contract terms and conditions. Preparation of reports includes a limited audit of transactions related to restricted and unallowable cost categories to ensure propriety, allocability, correctness, and reasonableness issues align with governing sponsor policies and procedures.
• Responsible for analyzing and assessing issues communicated by customers to determine and initiate a course of action that effectively addresses concerns and/or resolves problems.
• Serve on University, campus, and/or Office of Sponsored Programs committees/teams as assigned, and participate in the development and implementation of technological enhancements and process reengineering projects.
• Perform other duties appropriate for the position of Business/Administrative Associate (Sponsored Award Specialist).

Minimum Qualifications

1. Bachelor's degree in business administration, management or a field related to the position
2. Two (2) years of professional business, financial, and/or managerial work experience.

Preferred Qualifications 

• Experience work experience at the University of Illinois or another higher education institution.
• Creativity in independently exercising good judgment and discretion.
• Specialized knowledge about sponsored project post-award administration. 
• Knowledge about University business policies and procedures.
• Excellent problem-solving skills. 
• Professional skills that successfully merge organizational and customer service objectives.
• Demonstrated teamwork skills to address/resolve difficult, complex issues/problems.
• Proficiency with Microsoft computer programs/applications (including Word, Excel, Access, Outlook, and Internet Explorer).
• Strong verbal and written communications skills to effectively present information and respond to colleagues and others seeking guidance and/or clarification about issues related to organizational operations. 
• Effective multi-tasking capability that promotes quality work while meeting stringent deadlines.
• Ability to work effectively with the staff and public.
• Decision making ability.

To Apply: For fullest consideration, please fully complete an online application by clicking the Apply for Position button below.

Fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections.

You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the document section of your online application.

All civil service positions require an exam.  The exam for this position is a Credentials Assessment.  You will not be required to report in person for this exam.

Credential Assessment Exam Scoring Information:

You will not be required to report in person for this exam. The updated online application and all uploaded, relevant documents, such as a resume, college transcript, certifications and licensures will be used in the calculation of the exam score. These documents should be uploaded prior to the position close date.

When completing your online application, please be sure to provide detailed information about your job knowledge and specific duties and responsibilities, as your qualifications for any Civil Service position will be primarily determined based on what is contained in the application. Dates of employment and if employed on a full or part time basis (including number of hours per week) must be indicated for each position held. Additional consideration will be given to supporting documentation i.e. resume, transcripts, licenses, and certifications so please be sure to attach all applicable documents.

For additional information regarding this position please contact Heather Ross at hross@uic.edu

If an application is not fully completed and submitted by the close date, the applicant/employee will not be considered for this position.

For fullest consideration, the above mentioned requirements must be submitted no later than 7/6/2022

We appreciate your interest in employment at the University of Illinois at Chicago.

The University of Illinois is an Affirmative Action/Equal Opportunity Employer.

This position requires Illinois residency within 180 days of the hire date.

University of Illinois faculty, staff and students are required to be fully vaccinated against COVID-19. If you are not able to receive the vaccine for medical or religious reasons, you may seek approval for an exemption in accordance with applicable University processes.

For classifications that require a degree as part of the minimum qualifications, a degree verification will be required before any offers of employment are extended.