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Sponsored Project Specialist

Requisition Number:



Boulder, Colorado

Employment Type:

University Staff



Posting Close Date:


Date Posted:


Job Summary

JILA is now welcoming applications for a Sponsored Project Specialist whose primary responsibility is for sponsored project accounting and administration from pre-award to close-out for assigned sponsored projects, and for managing the financial, billing, and accounting records for JILA's Shops and general funds.

The Sponsored Project Specialist is responsible for the following:

  • Ensuring that assigned sponsored research awards are administered in compliance with all applicable regulations, for closing projects, for reviewing and/or preparing a variety of financial transactions.
  • Providing in-depth information or performing research on questions related to sponsored projects.
  • Assisting in proposal preparation, including budgets and supporting documentation.
  • Preparing financial analysis and reports on an as-needed basis.
  • Advising JILA administration and Principal Investigators on sponsored project issues.
  • Ensuring JILA Shops and general funds are accounted for and administered in compliance with all applicable regulations.
  • Performing shop billing with accuracy and ensuring related documentation is in place.

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 was founded in 1962 as a joint institute of CU Boulder and NIST (National Institute of Standards and Technology). JILA's fellows include two Nobel laureates, Eric Cornell and John Hall. JILA's CU members hold faculty appointments in the Departments of Physics; Astrophysical and Planetary Science; Chemistry and Biochemistry; and Molecular, Cellular, and Developmental Biology; as well as in the School of Engineering (JILA pays for summer research, funding 32 Fellows). NIST’s Quantum Physics Division members hold adjoint faculty appointments at CU in the same departments. Each year, JILA scientists publish more than 200 original research papers in national and international scientific journals & conference proceedings.

What Your Key Responsibilities Will Be

Essential Job Functions

  • Sponsored project pre-and post-award accounting and administration.
  • General fund accounting and budget management.
  • Administrative duties in support of JILA research administration.

Job Duties

  • Prepare documents and assist assigned JILA Fellows and the JILA Proposal Analyst with the preparation of required documents for funding proposals, including budgets, budget justifications, current and pending, etc.
  • Ensure all expenditures on assigned awards are appropriate, allocable, and reasonable and within JILA, CU, and sponsor standards. This can include:
    • Review purchases and transactions for allowability.
    • Ensure appropriate documentation is present for sensitive and other expenditures.
    • Verify outstanding obligations.
    • Research issues as they arise.
    • Oversee post-award administration for assigned projects including:
    • Project start-up, including pre-award cost allowability;
    • review of award documents for special requirements;
    • Project closeouts, including property reports;
    • No-cost and other period of performance extensions;
    • Coordination with Campus Controller's Office, Office for Contracts & Grants, and sponsors as needed/appropriate;
    • Review accounting and budget records for accuracy and make corrections via journal entry if/as needed.
  • Prepare billings for JILA Shops.
  • Maintain accounting records to accurately reflect financial activity occurring in the JILA Shops and general funds and for preparing related financial analysis and reports as needed.
  • Serve as a resource in explaining, researching, and administering a wide variety of sponsored projects including grants, contracts, sub-contracts, fixed-price contracts, funding mechanisms from private sponsors. Provide advice to JILA administration and Principal Investigators on complicated or unusual projects or requirements.
  • Actively contribute to the development of JILA procedures, forms, training others, and ensuring compliance as requested.
  • Perform other administrative duties and complete other paperwork as necessary.

What You Should Know

We anticipate that this role will support a hybrid format (in-person and remote work). 

What We Can Offer

The hiring range is $48,000.00-$65,000.00.


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 informed. Be resourceful. Be Boulder.

What We Require

  • A bachelor’s degree or equivalent combination of education and experience may substitute.
  • At least 1+ years of professional, job-related experience.

What You Will Need

  • Advanced written and verbal communication skills.
  • Ability to work within a team and seek to solve problems and achieve goals.
  • Ability to effectively track and monitor a large number of concurrent projects and tasks.
  • Ability to contribute to an optimistic and constructive work climate and an appreciation for individual differences in people.
  • Proficiency in the use of Excel and accounting software and a basic understanding of database systems.
  • Proficiency in understanding and interpreting financial information and reports.
  • Proven ability to communicate clearly and positively with a variety of persons. 

What We Would Like You To Have

  • Experience in sponsored research administration practices.
  • Experience in preparing journal entries, reconciling complex financial accounts, and preparing financial analysis.
  • Knowledge of and experience using complex computerized accounting systems such as Peoplesoft or SAP.
  • Knowledge of and experience using Sponsored Research software systems and databases.
  • Experience with purchasing and expense/travel software systems.
  • Knowledge of pre-award and post-award administration with JILA’s main sponsors - NSF and DOD.

Special Instructions

To apply, please submit the following materials:
  1. A current resume.
  2. A current cover letter.
You will not be asked to upload references at this time.
Please apply by 9/28/21 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: