Business Systems and Operations Coordinator

CHAPIN HALL CENTER FOR CHILDREN • Chicago, IL

9d • Remote

About The Position

Chapin Hall is seeking a full-time, highly motivated, and detail-oriented systems and research administration professional for the position of Business Systems and Operations Coordinator, reporting to the Director of Finance. This role is a dynamic, cross-functional opportunity that collaborates closely with colleagues across Chapin Hall, including Research Administration and Compliance, Finance, Human Resources, and Research teams. The position plays a critical role in supporting and optimizing Deltek Costpoint, Chapin Hall’s financial and project management platform, while also contributing to pre-award and award acceptance activities. This role ensures the accuracy, compliance, and efficiency of business systems and research administration processes throughout the full project lifecycle, from proposal development and award acceptance through project closeout. Chapin Hall embraces a Work from Anywhere approach, offering flexible remote work from anywhere in the United States. Our fully remote model is grounded in trust, accountability, and a shared commitment to high-quality work and collaboration, regardless of location. To get a glimpse of what this looks like in practice, we invite you to watch a short video featuring Chapin Hall staff working from home and across the country: Watch here While our work is remote, we intentionally create opportunities for connection and belonging. We offer in-person opportunities for staff to build (1) relationships and connection, (2) team cohesion and creativity, and (3) a strong sense of belonging to the organization. Staff are expected to participate in occasional work-related travel, including attendance at in-person All Hall Convenings, which emphasize shared learning, collaboration, and community. Reasonable accommodations are made for those who require modifications.

Requirements

• Bachelor's degree in Computer Science, Management Information Systems, or related technical field preferred; relevant Costpoint experience will be considered in lieu of bachelor's degree.
• 3+ years relevant experience supporting business systems applications; experience with Costpoint, T&E, other Deltek modules, and Cognos preferred.
• 3 years of project management experience preferred.
• Thorough understanding the grants and contract lifecycle.
• Experience with post-award management preferred.
• Experience designing configuration, mapping data and supporting integrated ERP solutions.
• Demonstrated ability to apply systems knowledge while supporting business needs.
• Proven partnering with multiple internal departments to include strong background in supporting cross-functional teams.
• Demonstrated ability to take ownership of problems, analyze facts, draw conclusions, suggest solutions, and work autonomously, or with others ensuring successful resolution.
• Ability to plan and manage multiple, concurrent tasks, projects, and deadlines.
• Ability to adapt to changing work efforts, manage the impact of shifting priorities, and resolve technical/functional emergencies as they occur.
• Must have strong customer service orientation; be able to maintain a professional demeanor, and work under pressure to handle critical issues in timely manner.
• Excellent interpersonal, collaboration, verbal communication, and written communication skills.
• Demonstrated ability to prepare detailed written instructions and documentation.
• Strong attention to detail, with a commitment to high quality work.
• Ability to work as a team member or as an individual contributor.
• Superb analytical and critical thinking skills.
• Demonstrated judgment and discretion in the sharing of sensitive information.
• Advanced skills with the Microsoft Office Suite required including strong Excel skills

Responsibilities

• Support the day-to-day operations of Deltek Costpoint.
• Partnerships: Collaborate with the Business Systems Administrator and Grants and Contracts Manager to ensure Chapin Hall’s business system meets the needs of the Research Administration and Compliance team.
• Help Desk & User Support: Respond to and resolve employee service requests pertaining to Deltek Costpoint system functionality and access within 5 business days.
• Employee Lifecycle Systems Administration: Conduct onboarding and offboarding activities, including account provisioning/deactivation, profile configuration, and required documentation management.
• Project & Budget Setup: Build and manage project structures, budgets, forecasts, and staff allocations within the Deltek Costpoint system during initial project set-up and throughout project closeout to support accurate project and financial management.
• Compliance & Rate Administration: Maintain recurring federal compliance updates such as OCONUS per diem rates and annual mileage reimbursement rates.
• Bi-Weekly Payroll Cycle Support: Work with Business Systems Administrator to execute semi-monthly timesheet imports, reconcile labor distribution with payroll records, post labor distribution to the General Ledger, and communicate personnel or system updates to Human Resources, Accounting, and Research Administration and Compliance.
• Month-End Close Support: Work with Business Systems Administrator to complete labor distribution postings and reconciliations, run burden calculations and rate loads, execute standard financial close reports, and perform revenue recognition updates.
• Year-End Configuration & Compliance Support: Work with Business Systems Administrator to update annual labor settings, salary caps, timesheet and holiday year configurations, burden templates, and historical tables, while ensuring all annual rate and schedule updates align with current federal guidelines.
• Support Pre-award administrator, Grants and Contract Manager, and Director of Finance in pre-award activities.
• Recovery Rate: Review the opportunity for any rate restrictions and facilitate the recovery rate approval process including securing approval as needed.
• Advance Accounts: Serve as the point of contact for advance accounts on new and existing projects by monitoring project pipeline, reviewing requests, and liaising with staff to ensure all documentation is received.
• Subaward Issuance and Management: With pre-award administrator, manage subaward process, collecting necessary compliance and budget information from external partners, ensuring they are in good standing with federal registrations.
• Support Grants and Contracts Manager and Director of Finance in annual compliance reviews and risk assessments.
• Oversee the transition of awards from pre-award to post-award team for management; develop and sustain processes that facilitate the effective and seamless transition of awards.
• Revenue Recognition: Support Grants and Contracts Manager with revenue recognition determinations.
• Contracting: Collaborate with Legal team, PIs, and Pre-award administrator to facilitate contracting.
• Internal Review: Prepare reports/summaries/analyses on award activity.
• Performs additional duties assigned.

Benefits

• Chapin Hall provides a strong benefits program that addresses the diverse needs of our staff.
• The Chapin Hall Benefits Program offers competitive and comprehensive benefit options that allow you to design your own plan, to balance individual needs with affordability and support long-term financial stability for staff and their family.
• Our benefits include comprehensive health plans, paid time off, sick time, parental leave and retirement options.
• For more information on our benefits visit our Chapin Hall Website.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 11-50 employees