Account Create Team Financial Specialist

University of Chicago • Chicago, IL

14d • $55,000 - $75,000

About The Position

University Research Administration has the responsibility to review and provide institutional endorsement for all proposals to federal and other external sponsors (excluding gifts), assuring compliance with University policies and sponsor terms and conditions. URA is the institutional authority for the negotiation and acceptance of financial support or other contractually-binding obligations in the form of a contract, grant, or agreement, including material transfer agreements and clinical trials. The job executes a range of activities to support the functional areas of University Research Administration. Supports research, training, and other sponsored activities at the University, building upon knowledge of the University, processes, and customers. Assists in the development of research compliance education programs. The Award Intake Team Specialist is responsible for activities associated with intake, review, and establishment of sponsored awards at the University of Chicago. The individual in this position is responsible for establishing advance accounts, monitoring for incoming sponsored awards, reviewing for unilateral versus bilateral and processing accordingly. Additionally, they are responsible for insuring compliance measures are in place (COI, CITI, IRB, IACUC, IBC) and identifying potentially detrimental terms and conditions. Successful candidates will 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. This individual will be self-motivated and have the ability to exercise sound judgement in prioritizing tasks. Requires knowledge and experience in own discipline; still acquiring higher-level knowledge and skills. Builds knowledge of the organization, processes and customers. Solves a range of straightforward problems. Analyzes possible solutions using standard procedures. Receives a moderate level of guidance and direction.

Requirements

• Minimum requirements include a college or university degree in related field.
• Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Nice To Haves

• Experience working with sponsored research administration in an academic environment.
• Participation interpreting sponsored research grants and contracts, and working with budgets, ledgers, invoices, and fiscal reporting.
• Knowledge of Federal Circulars applicable to universities (OMB A-21, A-110, A-133 or the Uniform Guidance) or interpretation of similar regulations.
• Background with the University of Chicago systems such as AURA and Oracle.
• Rapid proficiency in the use of University of Chicago systems such as AURA, FAS, Workday, ACCTS, PETS, GEMS, e-Payments, Business Objects and a high level of proficiency in Excel.
• Strong computer skills including word processing, database management and spreadsheet skills.
• Proactive, solution-oriented, with exceptional communication and 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.
• Interpret sponsor guidelines and regulations to ensure accurate response.
• Incumbents are expected to review Sponsor guidelines and process or manage awards in compliance with university and sponsor policies and assist with other grants and contracts activities.
• Escalate issues accordingly within the office of University Research Administration.
• Work independently with a high degree of initiative, curiosity and minimal supervision.
• Willingness to learn new skills, take on new challenges, and ability to effectively interact and collaborate with all levels of university administrators and faculty members.
• Make decisions independently that will have downstream impacts on the management of sponsored projects.
• Excellent oral and written communication skills with the ability to interact effectively with a diverse range of stakeholders, with faculty and administrative staff at the University, and close collaboration with all staff within the office of University Research Administration.
• Positive, service-oriented attitude with a courteous demeanor, maintaining professionalism in all interactions. Ability to develop and manage interpersonal relationships.
• Ability to handle sensitive and confidential situations with absolute discretion and maintain confidentiality.
• Exceptional attention to detail and thoroughness in completing tasks accurately.
• Work on multiple projects simultaneously, set priorities, and meet deadlines.
• Strong organizational skills with the ability to multitask, meet deadlines, and navigate ambiguity in a fast-paced work environment.
• Interact by phone, email, online meetings or in person with faculty and administrative staff at the University and occasionally with staff of federal government, non-federal sponsors, and other institutions and organizations.
• Sound judgment with the ability to prioritize and anticipate potential issues and address them proactively.
• Stay current with technology and digital tools. Ability to maintain composure under pressure, work flexible hours as needed, and respond constructively to feedback.

Responsibilities

• Responsible for insuring compliance measures are in place (COI, CITI, IRB, IACUC, IBC) and identifying potentially detrimental terms and conditions.
• Intakes and processes all unilateral awards, all amendments and modifications.
• Intakes and collaborates with URA Post Award Research Administrators on all bilateral awards.
• Reviews all advance account requests by local departments and in accordance with URA business processes and assigns to team members. All accounts are created in Oracle.
• Prioritize work to complete assignments on a timely basis.
• Complete Award Summary document, ensuring that all appropriate attributes are noted and established correctly within university system.
• Partner with Post Award Research Administrators, and business units/departments regarding all activities associated with award intake in a timely and fiscally responsible manner.
• The individual is a member of a Team and must contribute to the team effort, as needed. This will involve timely service to departments, units, and sponsors as needed, and collaboration with Post Award Research Administrators.
• As needed, this individual will perform back-up duties during vacation or sick leaves of other Award Intake Team staff.
• Run weekly reports to monitor accuracy and ensure awards are being processed in a timely manner. This includes ad hoc reports and data cleanup as needed.
• This individual will recommend business process improvements and will actively participate in continued process improvements related to account creation.
• Maintain appropriate data entry into institutional database for all account creations and modifications, ensuring data quality and documentation of any institutional risk.
• Gain and maintain thorough understanding of university and sponsor regulations.
• Continuously seek to improve the award intake process for sponsored projects.
• Participate in institutional training specific to award intake as requested by the Associate Director of Post Award Support Services.
• Through interaction with a variety of federal and non-federal funding agencies, faculty, and staff, provides professional assistance with the administration and coordination of proposals and awards in research and training.
• Maintains correspondence between the agency and University community to obtain and process necessary pre- and post-award information.
• Reviews and processes various pre- and post-award activities.
• Performs other related work as needed.

Benefits

• The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees