Administrative and Funding Proposal Specialist

Job Summary

The Administrative and Funding Proposal Specialist is a unique position that fills an integral and critical role in JILA’s administrative and support services by providing expertise and high-level support in three areas of JILA administration: Sponsored Research Proposals, University and Classified Staff Payroll Liaison and JILA shops monthly processing. Each of the areas requires attention to detail, following specific guidance, and ensuring accuracy and timeliness. JILA will provide support and training to the successful candidate, as funding proposal experience and payroll experience are not a typical combination of work experience.

This position will work closely with a variety of JILA Fellows and staff to provide expertise, information and guidance; to ensure areas of responsibility reflect all requirements follow sponsor, JILA and university policies and information. The Specialist will work in a highly active, collaborative and lively environment focused on providing excellence in support of JILA’s world-leading research and scientist training mission.

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

JILA is a joint institute of the University of Colorado Boulder and the National Institute of Standards and Technology. We support an eclectic and innovative research programs that foster creative collaborations among our scientists. The wide-ranging interests of our scientists have made JILA one of the nation’s leading research institutes in the physical sciences. JILA science encompasses eight broad categories: Astrophysics, Atomic & Molecular Physics, Biophysics, Chemical Physics, Laser Physics, Nanoscience, Precision Measurement, and Quantum Information Science & Technology. To learn more visit: https://jila.colorado.edu/

What Your Key Responsibilities Will Be

Sponsored Research Proposals

Proposal Preparation and Submission

• Review research and other sponsored proposals for external funding to assure that the proposals align with School, state of Colorado, and sponsoring agency regulations.
• Determine the completeness of proposals by ensuring all agency and school requirements are met and necessary forms and certifications are prepared.
• Submit approved proposals, on behalf of JILA, by the sponsor-mandated timeline.
• Work with faculty to create institutionally approved proposal budgets by applying knowledge of a variety of cost information such as JILA, CU and sponsor policies.
• Work with university units, industry collaborators and/or subrecipients/subcontracts or other third-party contributors to coordinate information dissemination, budget and proposal documents and proposal submission process.
• Individually prioritize proposals to meet timelines set by funding agencies.

Terms and Conditions and Budget Compliance Review

• Interpret and explain federal, school, or state regulations and policies to faculty and other school personnel to help them understand the proposal process and how the regulations apply to individual proposals submitted.
• Review and vet terms and conditions of all awards prior to acceptance by the university and to awards received.

Documentation and Training

• Ensure accurate data is entered into the enterprise system in accordance with required timelines.
• Create and maintain JILA documentation folders on all proposals submitted.
• Ensure up-to-date and accurate knowledge of JILA, CU and sponsoring agencies' policies and procedures.
• Provide formal and informal training to faculty members and departmental staff regarding JILA and CU policy and sponsoring agency rules and regulations in relation to the proposal submission process.

Payroll/HR

HR and Payroll liaison for University and Classified Staff

• Ensure CU timelines for time and leave reporting, payroll changes, evaluations and other payroll/HR actions are met.
• Communicate directly with supervisors and staff about CU requirements.
• Research and answer employee questions.

Research payroll support

• Create letters and other correspondence related to employment.
• Assist Research Payroll PPL by filing documents and other research payroll tasks.

JILA Shops Billing

• Generate reports and gather data for from a variety of sources to conduct and support monthly RBSA and stockroom billings and bi-weekly labor billing.
• Use Excel and other tools to generate accurate monthly billings for use by the JILA finance team in the creation of JEs in the finance system.

What You Should Know

• This is a full-time position that is eligible for hybrid status, working some days on-site and some days remote.
• All University of Colorado Boulder employees are required to comply with the campus COVID-19 vaccine requirement . New employees must provide proof of vaccination or receive a medical or religious exemption within 30 days of employment.

What We Can Offer

The hiring range for this position is $50,000 - $65,000 annually.

Benefits

The University of Colorado offers excellent benefits , including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder .

Be Statements
Be ambitious. Be dynamic. Be Boulder.

What We Require

• Bachelor's degree in business or a related field. An equivalent combination of education and experience will substitute for the degree.
• 1 year of professional work experience in proposal preparation and submission, or HR/payroll processing.

What You Will Need

• Outstanding interpersonal and communication skills.
• Ability to establish and maintain positive and cooperative working relationships.
• Dedication to actively contributing to a diverse, equitable and inclusive work environment in a positive and collaborative manner.
• A high degree of professionalism and ability to maintain confidentiality.
• Ability to organize and successfully manage multiple projects occurring at the same time and to successfully meet timelines.
• Ability to critically analyze and synthesize detailed information to make an independent decision.
• Attention to detail.
• Demonstrated proficiency in the use of Microsoft Excel and Word.

What We Would Like You To Have

• Experience on at least two of the three following proposal submission tools: Grants.gov, Research.gov and/or NSPIRES.

Special Instructions

To apply, please submit the following materials:

1. A current resume.
2. A cover letter that specifically addresses how your background and experience align with the requirements, qualifications and responsibilities of the position.

You will not be asked to upload references at this time.

Please apply by 9/26/22 for consideration.

Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs .

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu