BusinessAdministrative Associate Sponsored Programs Administration

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 UrbanaChampaign 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 universitys 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 offices financial and operational functions while contributing to a fast-paced collaborative and mission-driven environment.

• Fiscal Management:
  • Review financial transactions which include verification of information availability of funds and allowablecosts; monitor oversee and reconcile monthly financial statements; ensure CFOAPS such as Self-SupportingGift State etc. are in compliance with University rules and policies; maintain financial data records tocomply with University policy.
  • Prepare and analyze financial reports for administrative review tracking fiscal transactions. Allocate andprocess 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 reviewingCFOAP information and approving transactions.
• Administration:
  • Make travel arrangements and serve as proxy for Director Associate Directors and Assistant Directors andremaining SPA staff as needed. This can include processing registrations for meetings conferences seminarsconventions speaking engagements; securing transportation and lodging; preparing travel authorization formsand expense reports for SPA-related travel; following-up and preparing reimbursement requests/expensereports in TEM for Directors and staff; track professional development participation and maintain records.
  • Manage calendars for Associate Directors and for SPAs conference rooms. Monitor Training and OutreachCoordinators needs for performance of internal and external training and assure those needs are addressedincluding scheduling event planning handouts nametags and refreshments. Assist with coordination ofspecial 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; takemeter readings for all copiers in SPA and enter and submit monthly copier meter read reports in iBuy; requestvendor identification Banner numbers via Vendor Maintenance.
  • Manage and serve as liaison for office purchasing operations using P-Card and I-BUY systems to ordersupplies and maintain supply room stock. Manage tracking of office inventory and initiating purchase deployment and tracking of equipment through FABWEB system. Manage equipment maintenanceagreements coordinate repairs and general maintenance of office machines. Initiate and perform stafftraining on office equipment.
  • Support records management efforts by coordinating file retention and disposal in compliance with theUniversity RIMS office.
  • Support the other members of the Administrative Support Team through cross-training and serving asback-up when needed. Assume additional business-related duties as needed to further the mission and goals ofSPA.
  • Collaborate with Cash Management team to monitor incoming grant payments log checks and ensuresecure handling in accordance with financial controls.
  • Serve as front-line customer service representative by answering main phone line monitoring voice mailand directing inquiries.
  • Process incoming office mail including sorting distributing and opening correspondence.
  • Serve as office key master maintaining key inventory coordinating distribution and ensuring compliancewith 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 biannualinventory reporting and work with IT staff to order and maintain computer inventory and as Property Accounting and Fixed Asset Manager which includes processing forms associated with newequipment loaned equipment inter-department transfer and/or disposal of equipment furniture andmiscellaneous items.
  • Assist in monitoring building security cameras through Milestone X Protect Smart Client and building accessthrough the Andover platform.
  • Serve as liaison and contact for F&S and NAI Hiffman Property Management submitting work order requestsfor maintenance and special projects; serve as liaison between SPA internal administrators staff other unitson 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 asrequested.
• Human Resources Support:
  • Support the Directors and SPA staff with matters related to personnel and staffing and serve as a liaison withOVCRI HR staff. This includes answering questions from SPA staff and students regarding various SPA andUniversity policies and procedures; providing support for recruiting efforts such as job postings interviewscheduling and supporting or serving on committees as needed.


Physical Demands and Working Conditions
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
• Bachelors 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 SPaRCEd 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 $60000 to $66000. Salary is competitive and commensurate with qualifications and experience while also considering internal equity.

For more information on Civil Service classifications please visit the SUCSS web site at Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Thursday October 1 2026. Apply for this position using the Apply Now button at the top or bottom of this posting and upload a cover letter resume and names/contact information (including phone number and email address) for three professional references. Applications not submitted through 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 Cierra Bough and For questions regarding the application process please contact .

At the University of Illinois Urbana-Champaign the states flagship public university and one of the worlds leading research institutions every staff member helps shape whats next. Founded in 1867 Illinois is home to a vibrant community of 59000 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 youre 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 option #1 or .

Requisition ID:
Job Category: Professional and Administrative
Apply at:

Required Experience:

IC