General Contractor Assistant Jobs in Vermont, IL

As a Business Administrative Associate, you will:

• Provide post-award fiscal administration for the field station director and field station co-PIs.
• Monitor and approve all grant expenditures as PI Proxy and as Fund Manager to ensure they are allowable, allocable, appropriate, and reasonable.
• Scrutinize, reconcile, and verify expenditures for allowability, requesting additional approvals as required by the sponsor monthly, accurately reflecting obligations.
• Verify the accuracy of obligations for each grant fund.
• Manage electronic grant information document storage.
• Complete corrective journal voucher entries and labor redistributions to maintain the integrity of program expenses.
• Prepare and manage reconciled fund statements for monthly distribution.
• Provide additional ad hoc reports of expenditures and projections to the PI, review statements, and develop spending plans.
• Process invoices from subaward agencies, review expenditures for allowability, and provide backup to the prime agency.
• Ensure the timely processing and payment of submitted invoices throughout the project period.
• Review expenditures and cost share commitments for accuracy and coordinate change implementation for errors.
• Provide documentation for internal and external audits.
• Provide interpretation of agency, university, and institute policies and procedures.
• Collaborate with the funding agency, internal and external auditors, campus Sponsored Programs Administration Office, campus Government Costing, Survey Directors, other sponsored research coordinators, and the PI.
• Coordinate expenditure confirmations semi-annually by the required deadline.
• Oversee the setup process for new awards.
• Lead the closeout process for the grants held by a subset of the PRI researchers.
• Facilitate and complete major field station purchases, supplies, and services necessary to carry out the scope of work of field station projects.
• Coordinate with PRI purchasing staff and UI purchasing and contracting staff on sole source contracts and goods and services contracts, as necessary.
• Assist field station staff in maintaining and verifying field station inventory at all locations, and maintain inventory information to assist with the verification process.
• Review and approve technician timecards.
• Assist with I-9 verification and assist with the annual hiring process of fisheries technicians.
• Provide financial scenarios and projections for all field station staff salaries, including funding breakdown and suggested appointment assignments for all staff to align with multiple grant fund end dates and meet burn rates and grant guidelines for salary and benefits assignments/appointments.
• Coordinate any necessary all-staff training for field station staff and technicians, including annual CPR / First Aid certification training.
• Provide general administrative assistance to field station staff and technicians to ensure the smooth day-to-day operations of the field station office.
• Order general office, lab, and field station supplies.
• P-Card administrator duties, including reconciling staff P-Cards in the University System.
• T-Card administrator duties, including processing T-Card transactions and expense reports.
• Utilize the PRIDE system for staff planning, appointment changes, and processing HRTs.
• Prepare and submit TPWs for regular and frequent travel.
• Prepare and process earnings transfers.
• Work closely with the support staff at the Survey, PRI, and UIUC.
• Manage travel and meeting arrangements, e.g. hotel and meal reservations, travel requests, vehicle reservations, and conference registrations. Attend necessary trainings and support staff meetings.
• Oversee pre-award (proposal) processing for the Field Station Director and Co-PIs.
• Assist Field Station researchers with complex collaborative proposals, developing multi-year/multi-organizational budgets, acting as the liaison to subaward agencies to gather the necessary documentation required by the sponsor and the Spa Pre-Award office.
• Manage the submission of unfunded agreements to the Sponsored Programs Administration Pre-Award office.
• Provide interpretation of agency, university, and institute policies and procedures.
• Monitor and manage proposal submission and PRI's PRIDE proposal tracking system.
• Create and maintain electronic files of all grant submissions.
• Assist in the development and review of new University and PRI electronic proposal submission processes.
• Participate in infrastructure long-term and short-term planning.
• Provide recommendations for long-term and short-term goals, including building maintenance, remodeling, improvements, and upkeep, and coordinate and schedule work to be performed.
• Coordinate and work directly with vendors and contractors on field station improvement projects.
• Review and recommend changes for internal field station operating procedures.
• Maintain own sponsored research skills through continued training.
• Keep abreast of developments in this discipline.
• Participate in outreach and special activities, including but not limited to public education and outreach, committees and groups, conferences, workshops, and annual meetings, as needed.
• Perform other duties as needed to further the mission and goals of the Field Station, Survey, PRI, and the University of Illinois.

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. Experience in grant and/or contract administration in a research university setting. Experience working with Principal Investigators (PIs), funding agencies, and/or Sponsored Programs Administration. Experience developing complex budgets and interpreting federal and non-federal guidelines in the development and/or submission of proposals. Experience interpreting and complying with University, Federal, and State statutes, regulations, and policies. Preferred Qualifications Proficient use of the University of Illinois accounting and reporting systems and various agency proposal submission systems. Current affiliation with the University of Illinois. University of Illinois Certified Research Administrator (CRA) certification or currently enrolled in the SPaRC'Ed. University of Illinois Certified Research Administrators (Illini CRA). Knowledge, Skills, and Abilities Knowledge of grants management, adhering to the University of Illinois Sponsored Programs Administration and Institute policies and procedures. Knowledge of accounting techniques, principles, and practices, including generally accepted accounting principles used for determining allowability, reasonableness, and allocation of costs applicable to grants, contracts, or other agreements. Knowledge of procedures used in the preparation of proposals and project accounting, including new account set-up and closing, daily accounting procedures, budgeting, and re-budgeting processes. Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminology. Knowledge of technology including electronic equipment, computer hardware and software, and their applications. Ability to identify complex problems and review related information to develop and evaluate options and implement solutions. Ability to work collaboratively and communicate effectively as appropriate for the needs of the audience. Ability to work independently and effectively organize and prioritize multiple tasks. Ability to analyze and develop guidelines, procedures, and systems to outline specific goals and implement plans to prioritize, organize, and accomplish tasks. Ability to manage a budget and work within the constraints of that budget. Ability to analyze, interpret, and explain work-related documents, policies, and procedures. Ability to maintain confidentiality.

This is a 100% full-time Civil Service Business Administrative Associate position, appointed on a 12-month basis. The budgeted salary is $71,400. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. The start date is flexible but preferred to start October 1, 2026.

This position is unable to support 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.

Applications must be received by 6:00 pm (Central Time) on September 4, 2026. 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.

Application materials must include a 1) cover letter that clearly outlines your qualifications and experience as it relates to this position, 2) a CV or resume, and 3) names and contact information (including email addresses) for three professional references. Incomplete applications will not be considered. For further information about this specific position, please contact James Lamer at lamer@illinois.edu. For