Grants & Contracts Specialist - Carl R. Woese Institute Genomic Biology

Grants & Contracts Specialist - Carl R. Woese Institute for Genomic Biology

The Carl R. Woese Institute for Genomic Biology (IGB) is an interdisciplinary research institute at the University of Illinois Urbana-Champaign, built on a team-science approach. Its mission is to advance life sciences research, engage the public in understanding the impact of genomic discoveries, and foster bioeconomic development across Illinois. IGB researchers lead groundbreaking genomic studies that tackle critical societal challenges in food security, energy, health, technology, and environmental sustainability.

The institute’s administrative infrastructure is designed to support dynamic research themes, enabling them to evolve with emerging discoveries, innovative methods, and changing needs.

This advanced-level position requires independent judgment, strategic thinking, and deep expertise in post-award financial administration of sponsored research. The Grants and Contracts Specialist serves as a key resource, ensuring fiscal integrity and regulatory compliance while overseeing a complex and diverse research portfolio with minimal oversight. This role independently manages financial and reporting functions, revises budgets, facilitates financial recaptures, and develops financial projections to support sound fiscal management and effective stewardship of sponsored funds.

At the IGB, the Grants and Contracts Associate serves as the entry-level position within the Civil Service Classification. Progressing upward in the hierarchy, the next level is the Grants and Contracts Specialist, with the Grants and Contracts Coordinator representing the highest level in this classification series.

• Post-Award Financial Management and Compliance
  • Independently manage a portfolio of sponsored research agreements providing comprehensive post-award support for complex, multidisciplinary research projects. Ensure alignment with sponsor guidelines and institutional policies by reviewing budgets, analyzing expenditures, and tracking spending trends.
  • Exercise independent judgment in reviewing and approving expenditures to ensure compliance with sponsor, federal, and University policies. This includes but is not limited to transactions related to personnel appointments, procurement systems, travel, and reimbursements.
  • Prepare and reconcile monthly financial reports and other grant summaries, reports, and documents with minimal oversight. Independently develop financial projections, recaptures, and spend plans based on PI needs, award terms, and ongoing project goals.
  • Proactively identify and resolve budgetary issues, such as rogue accounts, salary issues, or erroneous charges. Initiate journal vouchers in BANNER.
  • Maintain accurate internal records, including spreadsheets, databases, and procedural checklists. Independently enter, track, and format data for reporting to faculty, administration, and/or sponsors.
• Faculty Support and Grant Financial Advising
  • Collaborate directly with PIs and advise on the implications of hiring, staffing plans, and large expenditures (e.g., equipment purchases). Ensure expenditures and personnel actions are financially supported, compliant, and appropriately documented.
  • Independently process, track, and conduct compliance reviews of faculty effort, cost share commitments, progress reports, and expenditure certifications. Track program income and ensure financial data is complete and accurate.
  • Directly work with SPA to update the Activity Reporting System (ARS), ensuring that cost-sharing obligations and faculty effort commitments are appropriately tracked and reported.
• Award Lifecycle Administration
  • Independently manage sub-awards, process payments, and coordinate with faculty, SPA, and/or subrecipient institutions to ensure timely execution and compliance with contractual terms.
  • Support grant and contract negotiations in coordination with SPA Pre-Award, acting proactively and independently.
  • Oversee award setup and close-out processes, with minimal supervision, including but not limited to anticipation account creation, budget implementation and entry, and verification of…