Research Program Coordinator or Manager (CHESS) - Materials Research Lab
University of Illinois - Urbana-Champaign
Location: Urbana, Illinois
Internal Number: 5046024
Research Program Coordinator or Manager
Center for Hypersonics and Entry Systems Studies (CHESS)
Materials Research Laboratory
The Grainger College of Engineering
University of Illinois Urbana-Champaign
The Center for Hypersonics and Entry Systems Studies (CHESS) at the University of Illinois Urbana-Champaign, home to the Plasmatron X, the largest plasmatron facility in the U.S., invites applications for a Research Program Coordinator or Research Program Manager. CHESS is an interdisciplinary hub coordinating extensive research in hypersonic aerothermodynamics across campus, in close collaboration with the Department of Defense, NASA, the Department of Energy, the National Science Foundation, and leading aerospace companies. Learn more about CHESS here: https://chess.grainger.illinois.edu/.
The Research Program Coordinator will manage administrative, business, research, and development activities. The Research Program Manager will work collaboratively with faculty, staff, and students at CHESS and external collaborators to develop and implement various programmatic initiatives designed to enable the success of federally funded hypersonics-related research programs.
As a team member, you will enjoy a challenging, cooperative work setting. Regardless of your research administration experience, we provide ample training on CHESS-specific programs, projects policies, and best practices applicable to the Research Program Coordinator and Research Program Manager roles. We welcome individuals who thrive in a fast-paced environment, enjoy working autonomously but also collaboratively as a member of a team, and demonstrate a strong commitment to their work.
DUTIES AND RESPONSIBILITIES - Specific duties and responsibilities include the following but vary depending on position level.
RESEARCH PROGRAM COORDINATOR - DUTIES
Exercise independent judgment and discretion in all areas and work with occasional guidance from the supervisor and assigned faculty member(s).
Coordinate, facilitate, and attend meetings, including setting agendas and communicating and coordinating meeting deliverables. Recommend best practices or changes that facilitate improvement in meeting objectives and outcomes. Manage administrative affairs of faculty research activities. This includes but is not limited to:
o Establishing short- and long-term goals, maintaining and following up on cyclical deadlines
o Ensuring that resources are directed efficiently toward achieving objectives and reaching deliverables on time.
o Writing technical reports with the support of the faculty members when needed.
o Help coordinate the testing activities in the Plasmatron X (scheduling, invoicing, etc.)
o Coordinating post-award compliance activities
o Performing personnel appointment analysis
o Conducting reference letter research
o Proactive scheduling management
Responsible for handling all research correspondence, acting as a resource, and managing all organizational tasks related to the research programs, including publication management.
Assure that project documents, records, data, and archives are maintained and organized.
Utilize or develop tracking analysis, assessment tools, or other resources to evaluate the effectiveness of processes, programs, and activities.
Coordinate visits from granting agencies, research collaborators, and other stakeholders.
Financial & Grant Management
Manage faculty budgeted effort on sponsored research to ensure adherence to commitment to external agencies.
Manage a complex portfolio of faculty funds such as institutional, sponsored research, and gifts, including monthly reconciliation and analysis of financial statements to determine compliance with budgetary and technical requirements of the university system and granting agencies. This includes frequent interaction with appropriate business offices to ensure accurate financial reporting.
Act as a liaison between faculty and the Office of Technology Management to manage group technology.
Manage the planning, coordination, and publication of progress and financial reports for research activities as required for reporting to campus offices and funding agencies.
In collaboration with the appropriate financial and research administrative staff, coordinate the collection, preparation, and submission of multi-disciplinary research grant proposals to various granting agencies.
Perform publication management including proofreading, editing, preparing, and electronically submitting scientific journal articles and manuscripts.
Serve as a liaison with publishers, granting agencies, newspapers and other press contacts, departmental business offices, and staff.
Maintain faculty personal data, including but not limited to C&P, CV/biodata, and list of collaborators.
Coordinate and arrange detailed travel itineraries and accompanying travel arrangements for faculty and group researchers. This includes travel and lodging arrangements, payment of registration fees, and processing reimbursements.
Manage each research group's safety and other research resources, including lab standard operating procedures, individual safety training certification, and associated documents.
Serve as the primary contact between students, staff, collaborators, outside agencies, and principal(s) to ensure the timely response, referral, or action necessary for a positive result to requests, questions, or concerns.
Proofread student posters and student conference abstracts.
Oversee the design and maintenance of research group web pages and serve as liaison to service providers as needed. Support and drive communication efforts for related initiatives.
Assist with the preparation and distribution of evaluation and reference letters.
Assist with visits by postdoctoral research associate candidates and supervise the on- and off-boarding of graduate student researchers.
Plan and coordinate with HR on student and postdoctoral staffing needs, including appointments, reappointments, visas, salary increases, and labor distributions.
Supervise student employees as necessary.
Event, Meeting, and Seminar Management (10%)
Coordinate events such as sponsor review meetings, workshops, etc. Duties include event committee coordination and support, development of online infrastructure (registration, applications, event website), correspondence with speakers and attendees, preparation of complex schedules, arranging logistics and accommodations, and coordinating catering. Manage events on-site.
Manage the schedules, itineraries, travel accommodations, and reimbursements associated with the event. In collaboration with the appropriate financial and research administrative staff, assist with the budget development and budget oversight of expenditures for various aspects of the event.
Perform other duties as assigned.
RESEARCH PROGRAM COORDINATOR - QUALIFICATIONS
A total of one (1) year (12 months) in education, training and/or work experience in administrative, grant management, financial, research compliance, and related fields. (Note: Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year of work experience.)
Possess Sponsored Programs and Research Compliance (SPaRC) series certification, or enrollment with active progression, within a probationary period.
Knowledge, Skills, and Abilities:
Demonstrated knowledge and ability to meet submission deadlines for reports or the like that involve multi-faceted, detail-oriented tasks.
Demonstrated leadership ability that includes a high level of initiative, exercising discretion, and working independently in managing and overseeing projects.
Problem-solving skills with the ability to be resourceful using on-campus resources.
Ability to work efficiently with minimal supervision.
Ability to prioritize tasks and work independently in a fast-paced, multitasking environment.
Ability to develop and maintain effective work relationships with internal and external constituencies.
Outstanding organizational skills and exceptional oral and written communication skills.
Knowledge of budget analysis and proficiency in word processing programs, website templates, spreadsheet operation, and presentation software.
RESEARCH PROGRAM MANAGER - DUTIES
Research Program Management
Work directly with federally funded programs and CHESS leadership to develop and monitor program initiatives, design events, develop and organize budgets, and coordinate travel.
Participate in establishing goals, maintaining timelines, and ensuring that resources are directed appropriately toward achieving objectives.
Maintain in-depth knowledge of grant guidelines to coordinate the comprehensive and compliant execution of assigned projects following research governing entity requirements.
Help develop, coordinate, and maintain a filing system for each grant, along with federal guidelines, correspondence, progress reports, publications, etc.
Facilitate and oversee planning and scheduling of internal/external meetings, including managing logistics and preparing agendas.
Work with CHESS staff to ensure accurate and up-to-date records of documents and reports of meetings, conference calls, etc.
Perform related duties as assigned.
Technical Writing and Professional Development
Prepare and coordinate communication products, publications, and reports to internal and external stakeholders, collaborators, and partners.
Develop and edit presentations on behalf of collaboration leads and CHESS leadership.
Prepare and track progress reports and reviews in accordance with funding and reporting requirements.
Assist in the preparation of grant proposals and identify new program opportunities.
Research Program Partnerships and External Stakeholder Relations
Serve as a liaison with funding sponsor(s), industrial advisory board members, research faculty, students, and staff.
Coordinate multi-institutional collaboration, including working with staff at partner institutions to achieve the program's goals.
Support and develop industry collaborations and strategic partnerships that align with the CHESS mission.
Help promote and cultivate an engaged, collaborative team culture for multi-institutional research programs.
RESEARCH PROGRAM MANAGER - QUALIFICATIONS
Bachelor's degree in engineering or a field related to the position.
A total of three (3) years (36 months) in education, training and/or work experience in research administration and or project management. (Note: Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year of work experience.)
Demonstrated experience working with federally funded scientific and engineering programs (such as physics, chemistry, math, computer science, and materials science).
Possession of Sponsored Programs and Research Compliance (SPaRC) series certification, or enrollment with active progression, within the probationary period.
Ph.D. in Engineering, Physical Science, Mathematics, or a field related to the position.
3-5 years of experience working in a technical field, with at least two years with research administration/project management responsibilities.
Track record of establishing cooperative relationships with internal and external colleagues and collaborators from academia, government, and industry.
Knowledge, Skills, and Abilities:
Proficient in Outlook, Word, Excel, and PowerPoint and collaboration platforms such as Microsoft Teams, Google Drive, and Slack.
Excellent writing, editing, and proofreading skills.
Excellent oral communication skills.
Ability to organize meetings, schedules, and events.
Ability to follow multiple detailed directions of various protocols and meet deadlines.
Ability to maintain confidentiality.
Strong organizational, planning, problem-solving, and project management skills
Ability to work independently and creatively.
This is a full-time Civil Service Program Coordinator position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. The minimum salary for each position is commensurate with experience: Research Program Coordinator $50,000, Research Program Manager $70,000. Work authorization is not available for this position. A hybrid work schedule is possible.
APPLICATION PROCEDURES AND DEADLINE INFORMATION
Applications must be received by 6:00 pm (CST) on March 11, 2024. 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. 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 Summer Redman and email@example.com. For questions regarding the application process, please contact 217-333-2137.
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