Grants and Contracts Administrator

University of Chicago • Hyde Park, IL

4d • $72,000 - $85,000 • Hybrid

About The Position

The Physical Sciences Division (PSD) has a rich history of advancing and defining new fields of discovery in the physical sciences and mathematics, and this tradition of innovation continues today. Our inquiry and impact spans from the edge of the observable universe to human-computer interaction, from biophysical materials science to the geologic record of seawater composition, from gravitational waves to geometric flows, and beyond. The Physical Sciences Division Local Business Center (PSD-LBC) provides grants and finance management support to faculty, researchers, and administrators for many of the organizations (departments, research centers, and institutes) within the Physical Sciences Division. Our goal is to provide high levels of service in order to advance the PSD’s mission in research and education. The Grants and Contracts Administrator provides professional support for pre-award and/or post-award activities relating to grant and contract proposals and funding within a department or unit. Pre-award activities include research, preparing applications, and editing proposals. Post-award activities include compliance monitoring, payment processing, and salary allocations. Performs work with moderate guidance and utilizes knowledge of University and business drivers. This position is eligible for a hybrid work schedule.

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

• Previous experience with financial services or sponsored projects.
• Knowledge of Federal Circulars applicable to universities (OMB A-21, A-110, A-133 or the Uniform Guidance) or interpretation of similar regulations.
• Previous experience with systems used to manage grant submissions.
• Working knowledge of University systems such as AURA, Oracle, Orbit, and Workday.
• Strong computer skills including word processing, database management, and spreadsheet skills (Microsoft Excel).
• Excellent attention to detail and organizational skills.
• Budgeting and financial accounting skills.
• Work independently to manage a diverse range of activities and deadlines.
• Time management skills and the ability to handle multiple, concurrent tasks within deadlines.
• Excellent interpersonal skills and the ability to interact professionally and diplomatically with individuals from across the division and university.
• Flexible and adaptable to changes in workflow and procedures.
• Understand and interpret university, federal and non-federal grants and contract guidelines, policies, and procedures.
• Multitask and manage multiple projects in client-service environment.
• Maintain strict confidentiality, including handling salary information as part of proposal budgets.
• Diplomatic and customer service-based approach to interacting with colleagues and others.
• Work effectively as a part of a team.

Responsibilities

• Works with faculty and program staff, and other administrators to advise on, plan, and manage financial aspects of sponsored project proposal preparation and submission including budgeting and subcontracting.
• Performs compliance review of all proposals for adherence to university, agency, and federal requirements.
• 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.
• Communicates and collaborates with URA to facilitate smooth transition throughout the full grant life cycle.
• Advises faculty, program staff, procurement specialists, and other administrators on policies and procedures for fulfilling all aspects of the procurement process including purchasing, internal requisition, and personal and travel reimbursement.
• Performs financial accounting, including financial projections, account closing and account reconciliation.
• Provides professional support as a primary account administrator for account owners, primarily faculty, in an intensive customer service environment.
• Analyzes and prepares budgets, creates accounts, and works with the financial accounting system to allocate, authorize, monitor, and control expenses.
• Manages gift and endowment accounts, departmental operating accounts and faculty unrestricted research accounts.
• 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.

Benefits

• The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook .

What This Job Offers

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