Sponsored Program Manager

University of Chicago•Hyde Park, IL

6h•Hybrid

About The Position

The University Research Administration (URA) Sponsored Program Services (SPS) team provides post-award support for faculty members' funded research portfolios. This role involves a dedicated Sponsored Programs Manager who works with each faculty member on all post-award needs, handling administrative and financial matters so faculty can focus on their research. The position is responsible for the financial management of a faculty member’s sponsored research funding, identifying deviations from account management expectations, and mentoring team members. The manager level role is expected to handle a more complex and diverse portfolio, participate in training and outreach, and analyze financial data, sponsor guidelines, and University policies. This position supports research, training, and other sponsored activities by leveraging knowledge of the University, its processes, and its customers, and assists in developing research compliance education programs.

Requirements

College or university degree in a related field.
Knowledge and skills developed through 5-7 years of work experience in a related job discipline.
Knowledge of Federal Circulars applicable to universities (OMB A-21, A-110, A-133 or the Uniform Guidance) or interpretation of similar regulations.
Background and experience with National Laboratories Preferred and with the University of Chicago systems such as AURA, Oracle, GEMS and Workday.
Experience and advanced level proficiency working in Business Objects.
Rapid proficiency in the use of University of Chicago systems such as AURA, Workday, GEMS, and a high level of proficiency in Excel and Oracle.
Strong computer skills including word processing, database management and spreadsheet skills.
Possess effective training skills.
Analyze, interpret and implement financial data, sponsored guidance, and University policy and procedures.
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.
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.

Nice To Haves

Bachelor's degree in a business or liberal arts field.
Minimum five years of experience working with sponsored research administration in an academic environment.
Leverages deep subject matter expertise and broad institutional awareness to guide colleagues and influence positive outcomes beyond direct supervision.
Acts as a role model and resource for peers and junior staff, proactively sharing insights and strategies to address complex challenges within sponsored projects and 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.
Positive, service-oriented attitude with a courteous demeanor, maintaining professionalism in all interactions.
Resume/CV
Cover Letter
Reference Contact Information

Responsibilities

Assisting colleagues to ensure timely service to departments, units, and sponsors, and performing back-up duties during staff vacations or sick leaves.
Working directly with PIs or their delegates to facilitate management of grant activities, including expenditure and budget reviews, audit of invoices and billings, monitoring accounts, and preparing financial reports and projections for grants and other sponsored agreements.
Notifying PIs of availability of funds while assisting and advising faculty in financial and project activities by implementing fiscal reporting processes.
Establishing account management expectations, identifying deviations, resolving problems, and preparing monthly, quarterly, and/or yearly reports as necessary.
Helping to develop training materials; guiding, mentoring, and assisting junior staff with issues.
Interacting with participants, external entities, sponsors, faculty, and other University of Chicago offices, including departmental staff and central research administration staff, to gather relevant information for the operation management of the sponsored project portfolio.
Assisting in training personnel who report to the PI on research administration operational policies and procedures.
Working with pre-award staff to follow projects from the pre-award stage to the post-award stage.
Assisting with answering key operational questions on behalf of the PI.
Participating in multi-disciplinary projects related to the goals of Post-Award Services in a dynamic environment.
Coordinating with faculty by organizing risk analysis sessions and conducting statistical analysis of data.
Tracking project timelines, ensuring follow-up, and providing timely reports to PIs and sponsors with proactive support of award management.
Assisting with technical reporting as needed, maintaining compliance for Animal and Human Subjects protocols and regulatory policies by being aware of and advising others of policy and procedures, and by facilitating any tracking or training requirements.
Assisting central pre-award staff as needed with support in the preparation of grant proposals, including gathering and organizing necessary information from faculty across the University of Chicago and other institutions, writing and coordinating letters of support, and providing other information as required.
Communicating and collaborating with university departments/units, URA pre-award team and URA Post-award, technology transfer and compliance teams/units to facilitate smooth transition throughout the full life cycle.
Reviewing sponsor guidelines and processes or assisting with development of proposals in compliance with University and sponsor policies, and assisting with other grant and contract activity.
Providing faculty and administrators with application preparation, analyzing possible solutions to problems that arise using standard procedures.
Reviewing, interpreting, and negotiating contract and grant terms to determine compliance and/or conflict with federal regulations and procedures.
Guiding correspondence between the agency and University community to obtain and process necessary pre- and post-award information.
Reviewing and processing various post-award activities.
With limited guidance, helping to obtain sponsor approvals for major changes to project work scope, etc.
Transmitting proposals and managing post award administration, gathering and submitting closeout documentation, and maintaining records.
Ensuring completeness and accuracy and coordinating any internal controls prior to the submission of documents to awarding agency.
Performing other related work as needed.