Business - Administrative Associate - Sponsored Programs Administration

Title: Business/Administrative Associate - Sponsored Programs Administration

Location: Urbana United States

Req ID: 1037858

Job Description:

This position may be eligible for a hybrid or remote work arrangement dependent with unit operational needs.

This position is not eligible for any type of sponsorship for work authorization.

The University of Illinois Urbana–Champaign is a public land-grant research university in Illinois in the twin cities of Champaign and Urbana. It is the flagship institution of the University of Illinois system and was founded in 1867. The university serves the people of Illinois through a shared commitment to excellence in teaching, research, public engagement, economic development and health care. Faculty, staff and students share their knowledge, expertise and resources with residents in every corner of the state through public service and outreach programs.

Join a dynamic team at the heart of the university's research enterprise! Sponsored Programs Administration supports the successful management of externally funded research and other sponsored activities, helping faculty and researchers bring innovative ideas to life. Working closely with the Business & Operations Manager, this position plays an important role in supporting the office's financial and operational functions while contributing to a fast-paced, collaborative, and mission-driven environment.

Job Summary

Coordinate functions within the finance and administrative operations of Sponsored Programs Administration (SPA) under the direction of the Business & Operations Manager including budget reporting and funds management, human resource support functions, and facilities management. This position is also responsible for providing administrative support to the Directors, Associate Directors, and Assistant Directors for SPA.

Duties and Responsibilities

Physical Demands and Working Conditions

• Fiscal Management:
  • Review financial transactions which include verification of information, availability of funds and allowable costs; monitor, oversee and reconcile monthly financial statements; ensure CFOAPS such as Self-Supporting, Gift, State, etc. are in compliance with University rules and policies; maintain financial data records to comply with University policy.
  • Prepare and analyze financial reports for administrative review, tracking fiscal transactions. Allocate and process lease and cleaning expenses, tenant improvement expenses, building maintenance/repairs, etc.
  • Serve as the Department Charge Code Reviewer for P-Card / T-Card which involves monitoring, reviewing CFOAP information, and approving transactions.
• Administration:
  • Make travel arrangements and serve as proxy for Director, Associate Directors and Assistant Directors, and remaining SPA staff as needed. This can include processing registrations for meetings, conferences, seminars, conventions, speaking engagements; securing transportation and lodging; preparing travel authorization forms and expense reports for SPA-related travel; following-up and preparing reimbursement requests/expense reports in TEM for Directors and staff; track professional development participation and maintain records.
  • Manage calendars for Associate Directors and for SPA's conference rooms. Monitor Training and Outreach Coordinator’s needs for performance of internal and external training and assure those needs are addressed including scheduling, event planning, handouts, nametags, and refreshments. Assist with coordination of special events, as needed. Serve on various internal and external committees as a representative of SPA.
  • Serve as one of the Unit Security Contacts (USC); serve as contact for CDS Technology/Minolta Copies; take meter readings for all copiers in SPA and enter and submit monthly copier meter read reports in iBuy; request vendor identification Banner numbers via Vendor Maintenance.
  • Manage and serve as liaison for office purchasing operations using P-Card and I-BUY systems to order supplies and maintain supply room stock. Manage tracking of office inventory and initiating purchase orders. Coordinate deployment and tracking of equipment through FABWEB system. Manage equipment maintenance agreements, coordinate repairs and general maintenance of office machines. Initiate and perform staff training on office equipment.
  • Support records management efforts by coordinating file retention and disposal in compliance with the University RIMS office.
  • Support the other members of the Administrative Support Team through cross-training and serving as back-up when needed. Assume additional business-related duties as needed to further the mission and goals of SPA.
  • Collaborate with Cash Management team to monitor incoming grant payments, log checks, and ensure secure handling in accordance with financial controls.
  • Serve as front-line customer service representative by answering main phone line, monitoring voice mail, and directing inquiries.
  • Process incoming office mail, including sorting, distributing, and opening correspondence.
  • Serve as office key master, maintaining key inventory, coordinating distribution, and ensuring compliance with access policies.
  • Oversee parking hang tag distribution, maintaining tracking records and ensuring accurate allocation.
• Facilities/Equipment Management:
  • Oversee all aspects of facilities and equipment management of SPA. Complete inventory records and biannual inventory reporting and work with IT staff to order and maintain computer inventory and software. Serve as Property Accounting and Fixed Asset Manager, which includes processing forms associated with new equipment, loaned equipment, inter-department transfer and/or disposal of equipment, furniture and miscellaneous items.
  • Assist in monitoring building security cameras through Milestone X Protect Smart Client and building access through the Andover platform.
  • Serve as liaison and contact for F&S and NAI Hiffman Property Management, submitting work order requests for maintenance and special projects; serve as liaison between SPA, internal administrators, staff, other units on campus and building manager regarding building and parking concerns.
  • Create and manage SPA hotel offices; manage reservation of hotel space for SPA , OVCRI staff and others as requested.
• Human Resources Support:
  • Support the Directors and SPA staff with matters related to personnel and staffing and serve as a liaison with OVCRI HR staff. This includes answering questions from SPA staff and students regarding various SPA and University policies and procedures; providing support for recruiting efforts such as job postings, interview scheduling, and supporting or serving on committees as needed.
• Typical office environment.

  Work Schedule, Travel, or Other Job Expectations

  Occasionally required to run errands for the office. Overnight travel associated with conferences/workshops/training may be required.

  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.
  • Demonstrated experience with compliance oversight and/or application of policies and procedures.

  Preferred Qualifications

  • Experience with compliance oversight and application/knowledge of University of Illinois policies and procedures, including BANNER, P-Card, T-Card, and FABweb.
  • Experience with and knowledge of research administration practices, including proposals, grants, and contract management.
  • University of Illinois SPaRC'Ed training (Illini CRA).

  Knowledge, Skills and Abilities

  • Effective communication, customer service, organizational, and team skills
  • Demonstrated ability to perform effectively with a professional demeanor in a variable and fast-paced work environment consisting of multiple and changing priorities and tasks, under minimal supervision
  • Sound judgment
  • Strong problem-solving skills
  • Attention to detail
  • Proficiency in commonly-employed software and ability to learn new systems

  Appointment Information

  This is a 100% full-time Civil Service 5010 - Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the close date. The budgeted salary range for the position is $60,000 to $66,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

  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. 

  Requisition ID: 1037858
  Job Category: Professional and Administrative