Pre-Award Administrator

University of Chicago • Hyde Park, IL

21d • $75,000 - $100,000 • Hybrid

About The Position

The University of Chicago is an intellectual community and a globally renowned research institution dedicated to fostering innovative and impactful research in various domains, including the Biological Sciences. The Biological Sciences Division is at the forefront of cutting-edge research and the Research Administration Office plays a pivotal role in supporting and facilitating the faculty who conduct research. The job 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.

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.
• Computer skills including word processing, database management, and spreadsheet skills.
• Knowledge of federal and non-federal grant and contract policies.
• Excellent oral and written communication skills.
• Attention to detail.
• Flexible and adaptable work style.
• Strong organizational skills.
• Ability to research issues and propose solutions.
• Demonstrated initiative in improving processes and enhancing systems.
• Ability to exercise sound judgment, discretion, and tact.
• Excellent independent time management skills along with the ability to handle multiple and concurrent tasks within deadlines.
• Ability to interact with others using tact and diplomacy.
• Knowledge of research methods and funding sources.

Nice To Haves

• Bachelor's Degree in related field.
• Five years of progressively responsible grant/contract and financial administration in an academic setting.
• Experience with budgets, ledgers, invoices, and fiscal reporting.
• Experience in one or more aspects of sponsored program administration in a research environment.
• Experience with accounting systems.

Responsibilities

• Works directly with the faculty and research staff to seek new avenues for funding and new grant opportunities.
• Ensures that notices of relevant new funding opportunities for research programs are brought to the attention of the faculty.
• Gathers needed documentation and manages the execution of Subawards, Sponsored Consulting Agreements, and Subaward Amendments.
• Works with a broad array of sponsors, interpreting regulations and guidelines of multiple program funding with broad and complex guidelines for spending.
• Ensures all applications meet agency and University guidelines.
• Works directly with the PI to develop proposal budgets, in accordance with the needs of the research plan and Agency and Institutional Requirements.
• Responsible for timely submission of applications, renewal/continual amendments, ensuring timely submission of technical reports, just-in-time submissions, no-cost extensions, and Agency required re-budgeting.
• Coordinates with other departments/units/division regarding multi-investigator grant submissions.
• Works closely with Post Award staff (if separate) to transition grant administration upon award, including updating proposed budget to match Notice of Grant Award.
• Interacts with University Research Administration, faculty, postdocs, and pre/post-award colleagues from other departments and sections, and Financial Services Office personnel.
• The individual is a member of a team and must contribute to the team effort, as needed, which involves assisting colleagues to ensure timely service to PIs and sponsors as needed and to perform back-up duties during vacation or sick leaves of other award team staff.
• 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