Assists faculty in the creation and completion of all non-science parts of the grant submission and award management.
Coordinates active grant management activities, including submission of progress reports, applications, amendments, technical reports, just-in time submissions, no-cost extensions, re-budgeting, carry-over requests, Data Use Agreements, and Material Transfer Agreements.
Ensures all submissions align with Federal, agency, and University guidelines.
Develops a working knowledge of University policies and the fundamentals of sponsored academic research in a medical institution.
Partners with University Research Administration (URA) to monitor pre- and post-award activities, such as timely submission of applications and financial reports; requests for no-cost extensions; obtaining sponsor approvals for major changes to project workscope or major changes to anticipated expenditures, etc.
Implements actions to avoid problems with proposal submissions and award management.
Proactively takes actions to correct problems according to sponsor guidelines and University policies and procedures.
Identifies and remediates deviations from established account management expectations.
Manages all close-out activities for sponsored projects, coordinating efforts between the PI, URA, and Sponsor.
Maintains electronic databases as they pertain to the financial and award management of accounts.
Attends institutional and outside training classes that cover grant submissions, financial management, pre and post award topics, and computer training.
Contributes to team efforts by assisting colleagues to ensure timely and accurate service to PIs and sponsors. May perform back-up duties during vacation or sick leaves of another team member.
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.
Preferred Qualifications
Education:
Bachelor's degree.
Experience:
A minimum of two years of pre award and post award grant and contract administration.
Knowledge of Uniform Guidance.
Knowledge of federal and non-federal regulations for grant submissions and award management.
Proficiency with computers, including electronic spreadsheets, databases, financial systems, and word processing applications.
Understanding of fund accounting principles and the fundamentals of sponsored academic research in an academic institution.
Proficiency with interpreting sponsored grants and contracts funding announcements and award documents.
Proficiency with preparing budgets, invoices, and fiscal reports.
Preferred Competencies
Strong financial and analytic skills with understanding of financial processes and controls including the reconciliation process.
Demonstrate attention to detail and exemplary organization skills.
Demonstrate ability to clearly communicate and discuss budgets and financial reports with research staff, sponsors, department, and university administrators.
Ability to manage and prioritize multiple projects/tasks simultaneously.
Maintains collaborative, team relationships with peers and colleagues in order to effectively contribute to the working groups achievement of goals, and to help foster a positive work environment.
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 sponsors and University electronic systems.
Interpret sponsor guidelines and regulations to ensure accurate response.
Review Sponsor guidelines and manage awards in compliance with University and sponsor policies.
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.
Working Conditions
This position will be eligible for an alternative work arrangement.
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.
Application Documents
Resume/CV (required)
Cover Letter (required)
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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