Works directly with faculty to develop proposal budgets in accordance with the research plan, agency and institutional requirements, as well as manage all financial and non-financial post-award activities for a portfolio of sponsored projects in the Department of Pediatrics and act as a liaison to sponsors.
Assists faculty in the creation and completion of all non-science parts of the grant submission.
Coordinates active grant management activities, including submission of progress reports, non-competing applications, amendments, technical reports, just-in time submissions, no-cost extensions, agency required re-budgeting, carry-over requests, Data Use Agreements, and Material Transfer Agreements.
Identifies and remediates deviations from established account management expectations.
Manages the execution of Subawards, Sponsored Consulting Agreements, and Subaward Amendments.
Ensures all submissions align with Federal, agency and University guidelines.
Develops a working knowledge of policies, University allowable cost policies and the fundamentals of sponsored academic research in a medical institution.
Updates proposed budget to match Notice of Award, and monitor and approve expenditures on assigned portfolio of restricted funds in the Department of Pediatrics.
Inputs and/or reviews data, inspecting for accuracy on account establishment for correct attributes such as: sponsor, indirect cost rates, billing pay modes, grant values, reporting requirements, etc.
Partners with University Research Administration (URA) to monitor pre- and post-award activities, such as timely submission of applications and progress reports (RPPRs); requests for no-cost extensions; obtaining sponsor approvals for major changes to project workscope or major changes to anticipated expenditures, etc.
Implements actions to proactively avoid problems with award submissions, accounts, and fix according to proper policy and procedures.
Manages all close-out activities for sponsored projects, coordinating efforts between the PI, URA, and Sponsor.
Manages and/or coordinates project transfers and closeouts with URA when a faculty member leaves the University.
Communicates and collaborates with URA to facilitate smooth transition throughout the full life cycle.
Creates and maintains databases using Microsoft Excel or Access as they pertain to the financial functioning of the section.
Follows-up with corporate, institutional and agency staff in regard to reimbursement, grant payment and general financial matters.
Attends institutional and outside training classes that cover grant submissions, financial, post-award topics as well as computer training.
The individual is a member of a Team and must contribute to the team effort, as needed, which involves assisting colleagues to ensure timely service to PIs and sponsors as needed and to perform back-up duties during vacation or sick leaves of other award team staff.
Seeks new avenues for funding and grant opportunities and ensures that notices of relevant opportunities are brought to faculty attention. Works with sponsors to draft proposal budgets in accordance with University needs, with a moderate level of guidance and direction.
Reviews all applications against University guidelines, in addition to drafting progress reports, non-competing applications, amendments, and budgeting. Responsible for all data entry and preparation of grant reports and trend analysis.
Handles straightforward post-award activities including account creations, regulatory and compliance monitoring, salary allocations, effort reporting, grant projections, cost allocations, cost center charges, equipment inventory, invoice preparation, grant closing process, and account closing.
Prepares summaries of grants and effort allocations for Principal Investigators, meets with them and responds to their questions. Coordinates with other departments/units/divisions regarding multi investigator grants. Serves as department contact for annual audits and agency site visits.
Performs other related work as needed.
Bachelor's degree in a business or Liberal Arts field.
A minimum three years of grant and contract administration, finance, accounting, and/or clinical management experience.
Previous experience working in a clinical department in a comparable role.
Knowledge of federal and non-federal regulations for grant submissions and management.
Understanding of research methods and funding sources.
Proficiency with computers, including spreadsheet, database, and word processing applications.
Understanding of fund accounting principles, federal and major non-federal grants and contracts policies, University allowable cost policies, and the fundamentals of sponsored academic research in an academic institution.
Participation interpreting sponsored research grants and contracts, and working with budgets, ledgers, invoices and fiscal reporting.
Working knowledge of University of Chicago systems such as AURA, FAS, ACCTS/PETS, Business Objects and Workday.
Knowledge of Federal Circulars applicable to universities (OMB A-21, A-110, A-133 or the Uniform Guidance) or interpretation of similar regulations.
Proactive, solution-oriented; possess exceptional communication skills and have the analytical skills necessary to review a sponsored award agreement, determine the type of award, payment terms, reporting requirements, budget limitations, and establish accordingly per departmental guidelines.
Work with various sponsor electronic systems.
Strong computer skills including word processing, database management and spreadsheet skills.
Interpret sponsor guidelines and regulations to ensure accurate response.
Review Sponsor guidelines and process or manage awards in compliance with University and sponsor policies, and assist with other grant and contract activity; escalate issues accordingly within the Department of Pediatrics and University Research Administration, as appropriate.
Customer service is a high priority of the office; maintain civility and professionalism at all times.
Excellent verbal and written communication skills.
Develop and manage interpersonal relationships.
Good negotiation skills.
Make decisions independently that will have downstream impacts on the management of sponsored projects.
Manage detail-oriented workload, to organize and prioritize projects during high-pressure, high-volume workload periods and to manage stress.
Exercise sound judgment and absolute discretion regarding confidential matters with tact.
Handle multiple, concurrent tasks.
Interact by phone, email or in person with faculty and administrative staff and occasionally with staff of federal government, non-federal sponsors, and other institutions and organizations.
Cover letter (required)
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