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University of Illinois at Urbana-Champaign
Posted: 04/09/2023
Grants and Contracts Associate - Office of Extension and Outreach

Grants and Contracts Associate – Office of Extension and Outreach

College of ACES, Extension – Office of Extension and Outreach



Everything we do is designed to improve the quality of life of the people in the state of Illinois, across the nation, and around the world. We discover, develop, translate, and disseminate knowledge to address societal concerns and train the next generation of experts and leaders in a way that empowers them to expand the boundaries of science to higher levels of understanding and influence.

Be a part of our story.
 Through learning partnerships that extend knowledge and change lives, University of Illinois Extension provides educational programs aimed at making life better, healthier, safer, and more profitable for individuals and their communities. 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

This position provides support to pre- and post-award grant processes, including Smith-Lever Formula Grant, for the Office of Extension and Outreach (UIE) to ensure compliance with all grant guidance and regulations.

Duties & Responsibilities

  • Grant Management, Post-Award• Provide processing and reporting support associated with the administration of the Smith-Lever, SNAP, EFNEP, and other grants awarded to UIE. This includes processing journal vouchers, budget transfers, labor distribution changes, expenditure spending reports and forecasts requested by funding agencies as needed.
    • Work with PIs in discussing spending activity associated with their grants.
    • Take actions necessary for the accurate set up of grant awards, including as appropriate, monitoring application status, tracking award process, establishing sub-awards, establishing anticipation accounts, setting up funds for other UIUC departments, setting up payroll charges, and ensuring cost sharing is entered into the appropriate systems.
    • Develop and provide financial reports for the UIE director and principal investigators related to federal UIE funding and UIE grant funded projects.
    • Responsible for maintaining all data records necessary to comply with university, state and federal matching fund/cost share requirements.
    • Participate in grant funded projects that advance the mission of the organization.
    • 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.
    • Review and approve certain expenditures in the university expense system (currently Chrome River).


  • Grant Management, Pre-Award• Assist as needed in identifying grant opportunities at both the central campus and unit levels.
    • Assist the Grant Writer in reviewing grant applications for edits, budgets, and suitability for submission.
    • Follow up on grant applications both with SPA and with grant submitters.
    • Utilize grant submission and tracking programs including MyResearch portal, grants.gov, research.gov, and other online grant systems.
    • Provide recommendations and implement processes that improve the grant submission and management of the UIE programs.
    • Facilitate the grant proposal submission process. Ensure unit compliance with university, state and federal financial and administrative policies and procedures.
    • Obtain department approval, as necessary, for staff to participate in grants as PIs.


  • Support• Use independent judgement to provide analysis and support to professional staff in grant preparation and management. Collect, maintain, and prepare data necessary for such analyses.
    • Provide costing and invoicing support for fee-for-service contracts.
    • 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.
    • Support other activities within the Business Office:
    o Serve as backup for Extension Account Technician in managing inventory
    o Serve as backup for Extension Business Administrative Associate in managing check deposits, leases, and contracts
    o Approve travel as a Charge Code Reviewer as needed


  • Other• Comply with all Affirmative Action/Equal Opportunity policies and guidelines in all aspects of Extension work; assist unit staff with data collection for affirmative action, gender, and targeted reports.
    • Perform other duties that further the mission of University of Illinois Extension as assigned.


Additional Physical Demands

This position is in an office setting. Physical demands are general.

Minimum Qualifications

Bachelor’s degree in business administration, accounting, finance, economics or a field related to the position.

Transcripts may be requested at a later date.

Preferred Qualifications

Bachelor’s Degree in a field related to the duties or 2 years of experience working with grants
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

  • Strong attention to detail and the ability to work with sensitive information
  • Skills in various computer programs including Microsoft Office
  • Ability to deliver and explain complex information to a variety of audiences
  • Ability to manage multiple projects and priorities simultaneously
  • Excellent analytical skills
  • Experience creating budgets


Appointment Information

This is a 100% full-time Civil Service 5040 – Grants and Contracts Associate position, appointed on a 12-month basis. Salary is commensurate with experience.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on April 17, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact chrisedg@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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.

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, COVID-19 vaccination requirement, 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. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1016181
Job Category: Administrative
Apply at: https://jobs.illinois.edu