Grants and Contracts Administrator

CHAPIN HALL CENTER FOR CHILDREN•Chicago, IL

1d•$65,900 - $87,798•Remote

About The Position

Chapin Hall Center for Children is seeking a highly motivated individual to join its Research Administration and Compliance (RAC) team. This position supports Principal Investigators (PIs) and research and policy teams in preparing, reviewing, and submitting proposals. The role ensures compliance with sponsor, federal, and institutional rules, and coordinates closely with post‑award teams to maintain continuity across the project lifecycle. This position reports directly to the Grants and Contracts Manager. 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 with a minimum of five (5) years of demonstrated experience in pre-award activities, required.
Prior experience in a nonprofit setting required.
Familiarity with federal and major non-federal grant and contract policies required.
High proficiency and fluency in Microsoft Office applications required.
Diplomatic skills to navigate and negotiate complex project problems with internal project staff and sponsors to ensure the best outcome for Chapin Hall required.
Ability to work under pressure and adjust for additional hours, as necessary.
Strong writing skills.
Ability to write clearly, accurately, concisely and professionally in all correspondence and documentation.
Exceptional organizational skills.
Ability to manage deadlines and identify priorities in a fast-paced, results-oriented work environment.
Strong analytical skills, including an ability to synthesize information and data and communicate conclusions effectively.
Strong verbal communication and interpersonal skills; ability to work collaboratively with diverse internal colleagues and serve as a positive representative to external partners.
Strong attention to detail, particularly regarding funder specifications and deadlines.
Ability to work as part of a team as well as independently with a high degree of initiative required.
Flexibility and ability to handle multiple, concurrent tasks required.
Ability to exercise sound judgment, discretion, and tact, especially in sensitive and confidential matters.
Must be able to remain in a stationary position for extended periods of time, with the ability to reposition as needed.
Must be able to operate a computer or equivalent assistive technology for four (4) or more hours per day.
Must be able to travel locally and out of state occasionally.
Pre-employment background checks are required for all Chapin Hall positions.

Nice To Haves

Knowledge of Costpoint-Deltek or similar database/CRM experience preferred.

Responsibilities

Lead and coordinate the preparation, review, and submission of complex proposals in collaboration with Principal Investigators (PIs).
Guide proposals through the full development and submission lifecycle to secure funding for sponsored projects, including grants, contracts, and cooperative agreements from external and internal sources such as federal, state, and local agencies, as well as private companies and foundations.
Respond to Notices of Intent by conducting a thorough review of funding opportunities to assess proposal feasibility, compliance requirements, risks, and alignment with organizational policies and procedures.
Establish proposal development timelines, identify and escalate areas of concern, and make recommendations regarding whether and how the organization should proceed with proposal submission.
Interpret and apply sponsor, federal, and organizational policies to ensure proposals are accurate, competitive, and compliant, establishing checkpoints throughout the development process highlighting areas that may affect timeline or compliance requirements.
Prepare, review, and approve internal budget templates, and assist with budget justifications and sponsor required templates as needed.
Prepare and submit administrative and technical proposal components, including all sponsor-required documentation, Letters of Intent (LOIs), Memorandums of Understanding (MOUs), and coordinate with internal departments to gather necessary information and signatures to ensure timely and complete submissions.
Review the opportunity for any budgetary or Indirect Cost rate restrictions and facilitate the internal recovery rate approval process, including securing approval as needed.
Maintain and update pre-award templates and resources, ensuring information on Chapin’s intranet (The Hall) remains accurate, current, and readily accessible.
Maintain accurate and up-to-date proposal information in Costpoint Opportunities, lead monthly proposal queue meeting, and generate reports monthly, quarterly, and as needed to support tracking, analysis, and decision-making.
Serve as the primary point of contact on pre‑award matters, liaising between PIs, staff and funding agencies to clarify guidelines, requirements, etc.
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.
Maintain organizational access to Grants.gov and other funder portals by managing registrations, accounts, and associated credentials (e.g., IDs and passwords), ensuring all information remains current and compliant.
Contribute to continuous improvement of pre‑award processes and systems.
Provide onboarding support to new PIs by guiding them through the proposal development process and supplying resources on administrative pre- and post-award policies and procedures.
Work with post‑award teams to align activities and ensure smooth transition from proposal to award.
Performs additional duties as assigned.