Sponsored Program Manager

University of Chicago•Chicago, IL

1d•$75,000 - $95,000•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 assigned to work with each faculty member on all post-award needs, handling administrative and financial matters so faculty can focus on their research. The position requires managing a portfolio of faculty researchers, primarily focusing on the financial management of sponsored research funding. The manager is expected to identify issues and corrective actions, handle a complex portfolio, and participate in training and outreach. This role requires the ability to analyze and interpret financial data, sponsor guidelines, and University policies and procedures, utilizing best practices within University Research Administration.

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.
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.
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.
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.
Positive, service-oriented attitude with a courteous demeanor, maintaining professionalism in all interactions.
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.
Sit for 4 hours or more.
Use computers extensively for 4 hours or more.
Use standard office equipment and troubleshoot IT equipment in a remote/hybrid environment.

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.
Background and experience with National Laboratories.
Experience 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.
Some evening and weekend work may be required.

Responsibilities

Assist with the oversight of day-to-day sponsored program activities for an assigned portfolio of faculty researchers, primarily involving financial management.
Review and identify additional items outside of normal responsibilities to discover and warn department leadership of issues or needed corrective actions.
Independently handle a more complex and diverse portfolio and participate in training and outreach activity for the RAS Team.
Analyze, interpret and implement financial data, sponsor guidelines, and University policies and procedures.
Support research, training, and other sponsored activities at the University, building upon knowledge of the University, processes, and customers.
Assist in the development of research compliance education programs.
Contribute to the team effort by assisting colleagues to ensure timely service and performing back-up duties.
Work directly with PIs or their delegates to facilitate management of grant activities, including expenditure and budget reviews, invoice audits, account monitoring, and financial report preparation.
Notify PIs of fund availability and advise faculty in financial and project activities by implementing fiscal reporting processes.
Meet established account management expectations, identify deviations, and resolve problems.
Prepare monthly, quarterly, and/or yearly reports as necessary.
Help develop training materials; guide, mentor, and assist junior staff with issues.
Interact with participants, external entities, sponsors, faculty, and other University of Chicago offices to gather information for portfolio management.
Assist in training personnel who report to the PI on research administration operational policies and procedures.
Work with pre-award staff to follow projects from pre-award to post-award stages.
Assist with answering key operational questions on behalf of the PI.
Participate in multi-disciplinary projects related to Post-Award Services goals in a dynamic environment.
Coordinate with faculty by organizing risk analysis sessions and conducting statistical analysis of data.
Track project timelines, ensure follow-up, and provide timely reports to PIs and sponsors with proactive support of award management.
Assist with technical reporting as needed, maintaining compliance for Animal and Human Subjects protocols and regulatory policies.
Assist central pre-award staff with grant proposal preparation, including gathering information, coordinating letters of support, and providing other required information.
Communicate and collaborate with university departments/units, URA pre-award team, URA Post-award, technology transfer, and compliance teams/units.
Review sponsor guidelines and processes or assist with proposal development in compliance with University and sponsor policies.
Provide faculty and administrators with application preparation, analyzing possible solutions to problems using standard procedures.
Review, interpret, and negotiate contract and grant terms to determine compliance with federal regulations and procedures.
Guide correspondence between the agency and University community to obtain and process necessary pre- and post-award information.
Review and process various post-award activities.
Obtain sponsor approvals for major changes to project work scope with limited guidance.
Transmit proposals and manage post-award administration, gather and submit closeout documentation, and maintain records.
Ensure completeness and accuracy and coordinate internal controls prior to submission of documents to the awarding agency.
Perform other related work as needed.