Grants and Contract Coordinator - College of ACES, Extension

Grants and Contract Coordinator - College of ACES, Extension

College of ACES, Extension Business Office

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Illinois Extension has operated continuously for more than 100 years connecting
the citizens of Illinois to their land-grant university by providing
educational programming around the state. University of Illinois Extension is
based in the College of ACES and works with all colleges and units of the
University of Illinois at Urbana-Champaign.

Job Summary

Under the administrative direction of the Assistant Director of Business & Finance, provides leadership and performs activities related to the complete lifecycle of sponsored program administration. This position is part of the ACES, Cooperative Extension sponsored programs and contracts team which manages financial and regulatory aspects of sponsored grants, contracts, and subcontracts for investigators.

Duties & Responsibilities

• Grant Management
  * Collaborate with principal investigators and their fiscal support staff on the management of their funded projects, including the preparation of financial forecasts as necessary. Advise PIs on the management of personnel budgets and expenditures.
  * Complete regular review of funds to ensure integrity, accuracy, and allowability of transactions in accordance with project budgets, agreement terms, and University, Federal, and sponsor guidelines. Take appropriate action to move unallowable or questionable charges to an appropriate funding source.
  * Review and approve Emburse and iBuy purchases in accordance with project budgets.
  * Monitor and track the administration of sub-award agreements and payment processing on grant projects. Monitor and request anticipation accounts, no-cost extensions and re-budget requests and other contract extension modifications.
  * Track and verify cost share.
  * Serve as the UIE point of contact with campus and other university, state, and federal business offices and take responsible actions based upon this role.
  * Responsible for maintaining all data records necessary to comply with university, state and federal matching fund/cost share requirements.
  * Assure the administrative requirements associated with federal appropriations, cost sharing, matching funds, unit administered grants, contracts and cooperative agreements are attained.
  * Review financial transactions that include verification of the information, the availability of funds, allowable costs, and processing for application in the university accounting system.
  * Serve as the contact for SPA awards negotiators once a proposal has been awarded.
• Federal Smith-Lever Administration
  * Download, read and understand the Request for Applications (RFAs) for Smith-Lever, EFNEP and RREA.
  * Complete the application process in Grants.gov.
  * Email SPA to establish new Funds as awards come in.
  * Complete JVs to create the budgets for the new funds.
  * Monitor CFOPs for rogues and unallowable expenses.
  * Maintain SL JV documentation files in the share drive.
  * Create and send ACES annual Extension Allocations letters/budgets.
  * Submit annual SF425s in EZFedGrants.
  * Update and maintain all supporting documentation for Smith-Lever, EFNEP and RREA Funds in the share drive.
• Contracts
  * Assist staff in development of their contract for services budgets, by reviewing the complete project budget and determine which costs will be recovered. * Assist Contracts & Agreement Associate in determining revenue recovery methodology.* Assist Contracts & Agreement Associate to ensure all costs associated with a contract for services are charged to the self-supporting funds CFOP in a timely manner. * Assist staff in the development of program fee rates and updated fee rates for existing programs.
• Other
  * Comply with all Aff
  * Perform other duties that further the mission of University of Illinois Extension as assigned.
  * Use independent judgment to provide analysis and support to professional staff in grant preparation and management. Collect, maintain, and prepare data necessary for such analyses.
  * Independently compose correspondence to agencies, partners and other university units based upon knowledge of departmental programs and requirements associated with established financial and grant management procedures and policies.
  * Serve as a backup for the Grant Writer in pre-award functions, including working with PIs on budget preparation, entry into proposal submission systems, and submission to SPA.

Minimum Qualifications

Bachelor's degree in business administration, accounting, finance, economics or a field related to the position. Three (3) years of professional experience with grant pre- and post-award administration and federal agency grant processes in a university, public, or business environment.

Preferred Qualifications

SPaRC'Ed certification.
Experience working with federal agriculture funds (NIFA).
Thorough knowledge of the University Banner system.
Thorough understanding of the University grants process including SPA operations, systems, etc.

Knowledge, Skills and Abilities

• Familiarity with personnel administration policies and procedures.
• Ability to prepare and deliver presentations to colleagues and faculty members to enhance grants administration efforts for all stakeholders.
• Ability to independently interpret policy and make informed decisions related to program grant administration.
• Knowledge of how to properly create and manage budgets.
• Thorough knowledge of the University Banner system.
• Strong attention to detail and the ability to work with sensitive information.
• Ability to deliver and explain complex information to a variety of audiences.
• Ability to manage multiple projects and priorities simultaneously.

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. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. The budgeted salary range for the position is $67,000 - $77,000. Fully remote work is possible for this position.
For more information on Civil Service classifications, please visit the SUCSS web site at

At the University of Illinois Urbana-Champaign - the state's flagship public university and one of the world's leading research institutions - every staff member helps shape what's next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you're empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence - where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

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

Out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Illinois residency requires proof of a valid Illinois Driver's License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.

Sponsorship for work authorization is not available for this position.

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.

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 accommodation portal, or by contacting the Office for Access & Equity at View phone number on apply.j-vers.com, option #1, or View email address on apply.j-vers.com.