Assistant Director of Research Administration-Mechanical Science and Engineering

Assistant Director of Research Administration

Department of Mechanical Science and Engineering

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The Mechanical Science and Engineering department in The Grainger College of Engineering seeks applicants for a Assistant Director of Research Administration position. This position will Manage complex sponsored research administration activities, including award management, compliance oversight, faculty support, staff supervision, and departmental research operations, while serving as a key resource for research administration matters.

Duties and Responsibilities:

Research Administration

* Provide expertise and guidance to faculty and principal investigators (PIs) in the preparation and submission of routine and complex proposals to federal and non-federal sponsors. Review and interpret sponsor regulations, guidelines, and University policies to ensure compliance with deadlines, funding and eligibility restrictions, cost sharing, and other requirements for valid submissions.

* Lead research administrator for large, complex, multi-institutional proposal submissions to federal sponsors such as DOE, ARPA-E, and DARPA, and assist PIs in preparing sponsor required detailed budget justification workbooks and obtaining cost share approvals as necessary.

* Serve as a liaison to Sponsored Programs Administration (SPA) and assist with requests related to proposal submissions and award negotiations as necessary. Follow up on pending agreements and collaborate with SPA to ensure they are finalized and funded projects accounts are established in a timely manner. Support SPA with management, invoicing, and closeout activities. Request and monitor anticipation accounts, subaward agreements, no-cost extension, and other contract extensions as needed.

* Serve as a resource to departmental research administration staff regarding complex proposal submissions, award administration, and compliance matters.

* Ensure all project personnel complete the required Research Security Training.

* Act as a post-award subject matter expert related to sponsored research programs and provide expertise to the departmental faculty/PIs and staff, including financial management guidance, monitoring PI effort, and reviewing expenditures for allowability and compliance. Take corrective action as necessary.

* Manage the redistributing appointments of PIs and research staff in response to changes in research efforts. Provide guidance to research administration staff regarding complex personnel and effort management issues.

* Manage complex research projects and prepare reports and provide invoice supporting documentation for SPA Award Management and sponsors such as DOE, ARPA-E, and DARPA.

* Review and manage cost share commitments and subawards.

* Lead the completion of sponsored project closeout reviews and work with SPA to ensure completed projects are closed in a timely manner.

* Assist with the development, implementation, and continuous improvement of departmental procedures related to post-award financial management, compliance monitoring, file management, and award closeout activities.

* Oversee and facilitate the semi-annual expenditure confirmation process.

* Act as a resource and backup to the Director of Research Administration and represent the department on research administration matters as needed.

Research Financial and Compliance Management

* Update and manage accuracy of the Activity Reporting System (ARS) for MechSE faculty in accordance with the departmental allocation policy; ensure faculty teaching, research, public service, cost-sharing and other efforts are correctly reflected, and cost-sharing effort obligations are met.

* Support the department purchasing and payables functions by reviewing and pre-approving purchasing transactions and travel requests with possible compliance issues and reviewing and approving transactions in the Emburse Enterprise system.

* Prepare Reports of Sponsored Research Activities information for Biographical Data Forms (BDFs) which are used as part of the promotion and tenure process.

* Prepare or oversee the preparation of various standard and ad hoc financial reports for administration of the department's research projects, and provide such reports to faculty and PIs, departmental administration, SPA, and/or research sponsors as necessary.

* Maintain knowledge of University and sponsoring agency policies, regulations, and procedures and ensure compliance by attending various meetings and trainings offered by Sponsored Programs and Research Compliance (SPaRC) and external meetings such as NSF and NCURA.

* Serve as backup to other research administration staff as needed.

Personnel Management

* Supervise, train, and mentor research administration personnel.

* Coordinate workload assignments and provide guidance regarding departmental, University, and sponsor policies and procedures related to research administration activities.

* Assist with onboarding and professional development activities for research administration personnel.

Assume additional appropriate related duties to further the mission of the department.

Minimum Qualifications:

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

* A minimum of five years of work experience in research administration in a university setting.

* Demonstrated experience with Decision Support Data Warehouse and Banner.

Demonstrated experience managing complex pre-awards and post-award sponsored research activities.*

* Preferred Qualifications:

* Master's degree in accounting, finance, business administration, or related field

* Advanced experience with post-award financial management of complex research programs.

* Demonstrated experience managing awards with cost share and tracking commitments.

* Demonstrated experience supervising and training research administration personnel.

* Illinois Certified Research Administration designation.

*

Knowledge, Skills and Abilities:

* Strong background in accounting principles and sponsored research administration.

* Knowledge of University guidelines and procedures for general accounting include cost analysis, budget review, journal entries, financial reporting, and personnel administration.

* Knowledge of cost share and tracking processes.

* Strong organizational, analytical, and problem-solving skills with the ability to set priorities and concurrently manage multiple complex tasks in a time sensitive environment.

* Ability to work as a team and supervise, train, and mentor research administration staff.

* Ability to interpret and communicate complex sponsor regulations, compliance requirements, and University policies to faculty and staff.

* Ability to communicate effectively and respond appropriately to customer needs (faculty, staff, sponsors, and central administrative offices).

* Familiarity with database development and management

* Knowledge of the operation procedures of the various federal and private funding agencies sufficient to permit quality interaction on all administrative matters pertaining to the various agencies.

* Comprehensive understanding of University, College, and Department organization, objectives and goals*

APPOINTMENT INFORMATION

This is a full-time Civil Service Grants/Contracts Associate position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date.

* The budgeted salary range for this position is $85,000-$95,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

* Hybrid - Hybrid work options may be available for this position, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University's Workplace Flexibility policy.

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

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 AND DEADLINE INFORMATION

Applications must be received by 6:00 pm (CST) on September 11, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three references. 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 Hannah Dorsey at hdorsey@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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 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.