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Division Name: Academic Affairs
Department: Research & Sponsored Programs

Job Summary

The Award Manager oversees project-related expenditures in collaboration with Principal Investigators (PIs) and Fiscal Agents. This role is essential for ensuring compliance with university policies and external funding requirements, while providing excellent customer support to project teams.

Some specific duties include:

• Award Intake and Budget Meetings: Schedule and facilitate initial intake meetings for new awards and budget check-ins with PIs over the lifetime of the award to discuss project progress and expenditures.
• Fiscal Management and Transaction Review: Monitor expenses related to grants and contracts, approve vouchers, and review salary allocations and effort. Evaluate and approve financial transactions to ensure adherence to university and sponsor regulations.
• Communication and Presentations: Act as a liaison for departments, colleges, PIs, and Fiscal Agents, providing written and verbal communication, as well as trainings and presentations.
• Policy Compliance: Stay updated on university policies and federal/state regulations to provide guidance and ensure compliance.
• Consultation: Collaborate with various university offices (Risk Management, General Counsel, Human Resources).
• Reporting: Prepare periodic (monthly, quarterly, annual, or final) reports on grant and contract accounts and meet with relevant PIs and departments to communicate any necessary fiscal management updates.
• Award Close-Out: Coordinate the close-out process for awards on behalf of PIs and Fiscal Agents.
• Teamwork and Mentorship: Collaborate with and mentor colleagues as an essential member of the Award Management (post-award) team, fostering a supportive environment for inclusion and equity, shared knowledge, and best practices.

Additional Information

University Benefit Highlights:
- Insurance benefits, including health, dental, vision, and life
- Retirement and supplemental retirement planning options
- Tuition waiver benefits available to staff as well as their eligible dependents
- Paid holiday/administrative closures during Thanksgiving and Winter Breaks
- Paid benefit time

For more University Benefit information: https://hr.illinoisstate.edu/benefits/ 

Information regarding eligibility for participation in the State Universities Retirement System and the State of Illinois Group Insurance program can be reviewed here https://hr.illinoisstate.edu/benefits/insurance/

Salary Rate / Pay Rate

$44,000 - $50,000 annual, combined with an excellent benefit package

Required Qualifications

1. Bachelor's or equivalent degree in business administration, accounting, finance, economics, or a field related to the position.
2. Any combination totaling three years from the following categories:
   (a) additional college course work at graduate level in any field, measured by the following conversion table or its proportional equivalent:
        -30 semester hours or Master's degree equals one year
   (b) progressively more responsible work experience directly related to grant and contracts services, such as funding, proposal writing and review, administration, or compliance experience.
   (c) one year experience managing project level funding at an institution of higher education.
3. Ability to exercise discretion and judgment.
4. Excellent interpersonal and communication skills.
5. Ability to work independently.

Preferred Qualifications

1. Master's degree.
2. Three (3) years of experience in the administration of complex programs in a business, academic, or government environment, preferably at an institution of higher education.
3. One to two years of experience in administering grants and/or sponsored programs
4. Demonstrated knowledge of 2 CFR 200
5. Ability to work collaboratively in a team-oriented environment.

Work Hours

Core Hours: 8:00am-4:30pm Monday through Friday

Functional Expectations

Must be able to complete the following with or without a reasonable accommodation:

1. Remain at a workstation for extended periods.
2. Effectively communicate on a daily basis.
3. Move about in various locations across campus as needed to complete day-to-day work.

Proposed Starting Date

January 2025

Required Applicant Documents

Resume
Reference List - Two references

Please Note: These documents are required to be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply"

Optional Applicant Documents

Transcripts - See Special Instructions to Applicants for additional options
Certification of Retirement Annuity

Please Note: These documents may be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply"

Special Instructions for Applicants

Please fully complete the entire application including, but not limited to, the education and work history portions. Be specific on your work history, including employment dates (if part-time you must list the number of work hours) and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position; however, it will be converted to a full-time equivalency to determine combined length of experience. Please do not put "see resume" in the duties and responsibilities section of the work history. This will be considered an incomplete application and incomplete applications will not be considered.

If you are using education to qualify, then college or university transcripts (may be unofficial) must be submitted prior to the application deadline to receive full consideration. Transcripts can either be uploaded with your application or submitted via the options listed below.

To be eligible for Veteran's Preference points on the exam, appropriate military service documentation such as a DD-214 must be submitted prior to the application deadline.

Transcripts and/or military service documentation may be faxed or mailed to Human Resources by the application deadline:

Fax: 309.438.0011, Attn: Kira Shelton
Address: Illinois State University
Human Resources
Campus Box 1300
Normal, IL 61790-1300

The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of applicant materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. After the application deadline, the names within the top three scores will be referred to the department for interview. The active register for this classification will be voided when the position is filled.

Illinois State University is authorized to do business within the State of Illinois. All work under this appointment is required to be performed from within the State of Illinois. If hired, out-of-state candidates must establish Illinois residency within 180 calendar days from the start date for this position. Illinois residency requires proof of a valid Illinois driver’s license or a valid State of Illinois ID card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.

Contact Information for Applicants

Kira Shelton
Human Resources
kgshelt@ilstu.edu 
(309) 438-2120

Important Information for Applicants

This position is subject to a criminal background investigation and if applicable, an employment history review, based on University Policy 3.1.30 and any offer of employment is contingent upon you passing a satisfactory criminal background investigation and/or an employment history review. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Illinois State University is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

If you are an individual with a disability and need a reasonable accommodation under the Americans with Disabilities Act (ADA) or other state or federal law you may request an accommodation by contacting the Office of Equal Opportunity and Access at (309) 438-3383. The Office of Equal Opportunity and Access will hold any confidential information you provide in confidence.

If you are having difficulty accessing the system, please call Human Resources at (309) 438-8311.