Administrative Specialist

Business Administrative Associate (BAA) Illinois Natural History Survey Prairie Research Institute The Prairie Research Institute (PRI), a research and service institute of the University of Illinois at Urbana-Champaign, centrally located between Chicago, St. Louis, and Indianapolis, houses five State Scientific Surveys covering a wide range of expertise, including biology, water resources, climate, geology, sustainable technology, and archaeology. PRI’s mission is to provide objective, integrated scientific research and services that allow citizens and decision-makers to make choices that ensure sustainable economic development, enduring environmental quality, and cultural resource preservation for the people, businesses, and across Illinois, the nation, and the world. The Illinois Natural History Survey (INHS), one of the five Scientific Surveys housed by the Prairie Research Institute, is seeking a Business Administrative Associate (BAA) for its Illinois River Biological Station to independently perform pre- and post-award administrative duties related to sponsored projects, with special emphasis on maintaining the data necessary for compliance with institutional policies and procedures, state and/or federal laws, and contractual obligations. Responsible for overall business and service management associated with the day-to-day operations of the unit, by facilitating and overseeing the primary functions necessary for the efficient operation of the Illinois River Biological Station and additional staff at satellite sites. Responsible for the critical administrative functions of the business operations of the field station, laboratories, and grant-funded research projects. Remote and Hybrid work options may be available for this position, with the ability to be on-site as needed per the University’s Workplace Flexibility policy. On-site location is in Havana, Illinois at the Illinois River Biological Station As a BAA, you will Provide post-award fiscal administration for the field station director and field station co-PIs. Monitor and approve all grant expenditures as PI Proxy and as Fund Manager to ensure they are allowable, allocable, appropriate, and reasonable. Scrutinize, reconcile, and verify expenditures for allowability, requesting additional approvals as required by the sponsor monthly, accurately reflecting obligations. Verify the accuracy of obligations for each grant fund. Manage electronic grant information document storage. Complete corrective journal voucher entries and labor redistributions to maintain the integrity of program expenses. Prepare and manage reconciled fund statements for monthly distribution. Provide additional ad hoc reports of expenditures and projections to the PI, review statements, and develop spending plans. Process invoices from subaward agencies, review expenditures for allowability, and provide backup to the prime agency. Ensure the timely processing and payment of submitted invoices throughout the project period. Review expenditures and cost share commitments for accuracy and coordinate change implementation for errors. Provide documentation for internal and external audits. Provide interpretation of agency, university, and institute policies and procedures. Collaborate with the funding agency, internal and external auditors, campus Sponsored Programs Administration Office, campus Government Costing, Survey Directors, other sponsored research coordinators, and the PI. Coordinate expenditure confirmations semi-annually by the required deadline. Oversee the setup process for new awards. Lead the closeout process for the grants held by a subset of the PRI researchers. Facilitate and complete major field station purchases, supplies, and services necessary to carry out the scope of work of field station projects. Coordinate with PRI purchasing staff and UI purchasing and contracting staff on sole source contracts and goods and services contracts, as necessary. Assist field station staff in maintaining and verifying field station inventory at all locations, and maintain inventory information to assist with the verification process. Review and approve technician timecards. Assist with I-9 verification and assist with the annual hiring process of fisheries technicians. Provide financial scenarios and projections for all field station staff salaries, including funding breakdown and suggested appointment assignments for all staff to align with multiple grant fund end dates and meet burn rates and grant guidelines for salary and benefits assignments/appointments. Coordinate any necessary all-staff training for field station staff and technicians, including annual CPR / First Aid certification training. Provide general administrative assistance to field station staff and technicians to ensure the smooth day-to-day operations of the field station office. Order general office, lab, and field station supplies. P-Card administrator duties, including reconciling staff P-Cards in the University System. T-Card administrator duties, including processing T-Card transactions and expense reports. Utilize the PRIDE system for staff planning, appointment changes, and processing HRTs. Prepare and submit TPWs for regular and frequent travel. Prepare and process earnings transfers. Work closely with the support staff at the Survey, PRI, and UIUC. Manage travel and meeting arrangements, e.g. hotel and meal reservations, travel requests, vehicle reservations, and conference registrations. Attend necessary trainings and support staff meetings. Oversee pre-award (proposal) processing for the Field Station Director and Co-PIs. Assist Field Station researchers with complex collaborative proposals, developing multi-year/multi-organizational budgets, acting as the liaison to subaward agencies to gather the necessary documentation required by the sponsor and the Spa Pre-Award office. Manage the submission of unfunded agreements to the Sponsored Programs Administration Pre-Award office. Provide interpretation of agency, university, and institute policies and procedures. Monitor and manage proposal submission and PRI’s PRIDE proposal tracking system. Create and maintain electronic files of all grant submissions. Assist in the development and review of new University and PRI electronic proposal submission processes. Participate in infrastructure long-term and short-term planning. Provide recommendations for long-term and short-term goals, including building maintenance, remodeling, improvements, and upkeep, and coordinate and schedule work to be performed. Coordinate and work directly with vendors and contractors on field station improvement projects. Review and recommend changes for internal field station operating procedures. Maintain own sponsored research skills through continued training. Keep abreast of developments in this discipline. Participate in outreach and special activities, including but not limited to public education and outreach, committees and groups, conferences, workshops, and annual meetings, as needed. Perform other duties as needed to further the mission and goals of the Field Station, Survey, PRI, and the University of Illinois. Minimum Qualifications Bachelor's degree in Business Administration, Management, or a field related to the position. Two (2) years of professional business, financial, and/or managerial work experience. Experience in grant and/or contract administration in a research university setting. Experience working with Principal Investigators (PIs), funding agencies, and/or Sponsored Programs Administration. Experience developing complex budgets and interpreting federal and non-federal guidelines in the development and/or submission of proposals. Experience interpreting and complying with University, Federal, and State statutes, regulations, and policies. Preferred Qualifications Proficient use of the University of Illinois accounting and reporting systems and various agency proposal submission systems. Current affiliation with the University of Illinois. University of Illinois Certified Research Administrator (CRA) certification or currently enrolled in the SPaRC'Ed. University of Illinois Certified Research Administrators (Illini CRA). Knowledge, Skills, And Abilities Knowledge of grants management, adhering to the University of Illinois Sponsored Programs Administration and Institute policies and procedures. Knowledge of accounting techniques, principles, and practices, including generally accepted accounting principles used for determining allowability, reasonableness, and allocation of costs applicable to grants, contracts, or other agreements. Knowledge of procedures used in the preparation of proposals and project accounting, including new account set-up and closing, daily accounting procedures, budgeting, and re-budgeting processes. Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminology. Knowledge of technology including electronic equipment, computer hardware and software, and their applications. Ability to identify complex problems and review related information to develop and evaluate options and implement solutions. Ability to work collaboratively and communicate effectively as appropriate for the needs of the audience. Ability to work independently and effectively organize and prioritize multiple tasks. Ability to analyze and develop guidelines, procedures, and systems to outline specific goals and implement plans to prioritize, organize, and accomplish tasks. Ability to manage a budget and work within the constraints of that budget. Ability to analyze, interpret, and explain work-related documents, policies, and procedures. Ability to maintain confidentiality. Appointment Information This is a 100% full-time Civil Service Business Administrative Associate position, appointed on a 12-month basis. The budgeted salary is $71,400. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. The start date is flexible but preferred to start October 1, 2026. This position is unable to support sponsorship for work authorization. For more information on Civil Service classifications, please visit the SUCSS web site at . Application Procedures & Deadline Information Applications must be received by 6:00 pm (Central Time) on September 4, 2026. For further information about this specific position, please contact James Lamer at View email address on click.appcast.io. For questions regarding the application process, please contact View phone number on click.appcast.io. 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 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 click.appcast.io, option #1, or View email address on click.appcast.io. Requisition ID 1037637 Job Category Professional and Administrative Apply at #J-18808-Ljbffr