Pre-Award Research Specialist

Pre-Award Research Specialist

The Pre-Award Research Specialist is responsible for preparing, reviewing, and submitting proposals for support of research, training, and other sponsored activities at the University of Chicago as well as for large complex portfolios. External funding to the University that is managed by University Research Administration includes all submissions involving federal grants, cooperative agreements, and contracts; all submissions to domestic and foreign non-profit entities; all submissions to corporate sponsors (for-profit sponsors), State of Illinois, and City of Chicago agreements; and all submissions for federal flow-through subawards to the University that are passed through from other sponsors. This position requires direct contact with professional staff at the federal government, with non-federal sponsors, corporate sponsors, with other institutions, and with faculty and administrative staff at the University. The job executes a range of activities to support the functional areas of University Research Administration. Supports research, training, and other sponsored activities at the University, building upon knowledge of the University, processes, and customers. Assists in the development of research compliance education programs.

Responsibilities

Supports the pre-award activities for all sponsored projects for the University departments and units as assigned or directed.

Provides review and approval of all proposal submissions prepared by departmental and unit grants personnel and routed through the AURA Grants system for institutional approval.

As part of such review : provides written review comments on applications in AURA Grants and coordinates with local units and PI for timely and accurate submission of applications; reads and interprets agency guidelines and policies. Informs related offices as needed for input.

Interprets Sponsor guidelines, funding opportunities, requirements, and policies or develops proposals in compliance with University and sponsor policies and assists with other grant and contract activity within AURA Grants; escalates issues accordingly to URA leadership.

Provides additional oversight and support for large, complex proposals to departments or units to increase consistency and expertise in the application process.

Facilitates contact with external funding sources, acting as a liaison between the sponsoring agency and the University community to obtain and process pre-award or proposal information.

Provides review, approval and institutional endorsement for all post-submission or file updates (Just-in-Time (JIT)) including revised budgets, regulatory protocol approvals, subaward commitments, determination of subaward versus vendor documentation and any other documentation materials requested the agency prior to an award.

Coordinates with Research Finance team counterparts at the transition from proposal to award stages to ensure a timely and smooth hand-off.

Responsible for verification and review of University / Division-level commitments (cost sharing, matching, space, etc.) made in proposals to ensure that they are consistent with University policy and applicable laws and regulation.

Communicates and collaborates with University departments, and teams within URA as well as technology transfer and compliance teams / offices to facilitate a smooth transition throughout the sponsored project life cycle.

Provides back-up and support as needed for both the Pre-Award team and / or Sponsored Development Services Team.

Maintain and update AURA records as necessary to confirm when proposals are not funded, withdrawn, or not routed.

Leads and coordinates other activities and / or special projects in collaboration with Pre-Award Team and URA leadership.

Lead / co-lead presentations and trainings internally and to the campus community, including outreach to grants staff and faculty.

Lead / co-lead working groups within URA to create and update standard operating procedures and job aides to be used internally within URA; continuously seek to improve pre-award policy and processes.

Prioritizes work in order to complete assignments in a timely manner.

Guides correspondence between the agency and University community to obtain and process necessary pre- and post-award information. Reviews and processes various pre- and post-award activities.

Through interaction with a variety of federal and non-federal funding agencies, faculty, and staff, provides professional assistance with full authority in the administration and coordination of proposals and awards in research and training.

With moderate guidance, helps to obtain sponsor approvals for major changes to project work scope, etc. Transmits proposals and manages post award administration, gathers and submits closeout documentation, and maintains records. Ensures completeness and accuracy and coordinates any internal controls prior to the submission of documents to awarding agency.

Performs other related work as needed.

Minimum Qualifications

Education : Minimum requirements include a college or university degree in related field.

Work Experience : Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications :

Preferred Qualifications

Education : Bachelor's degree in business or liberal arts field.

Experience : Prior experience working with sponsored research administration (i.e., research administration, pre-award and post-award management) in an academic environment a plus.

Participation in interpreting sponsored research grants and contracts, and working with budgets, ledgers, invoices and fiscal reporting strongly preferred.

Technical Skills or Knowledge : Knowledge of the Uniform Guidance or interpretation of similar regulations strongly preferred.

Proficiency in the use of University of Chicago systems such as Huron Research Suite, Oracle Cloud, and Workday.

Strong computer skills including word processing, database management and spreadsheet skills (Microsoft Office suite and Adobe suite a must).

Ability to develop proficiency and work with various sponsor / third-party electronic systems.

Preferred Competencies

Independence : 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.

Communication Skills : 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.

Service Orientation : Positive, service-oriented attitude with a courteous demeanor, maintaining professionalism in all interactions. Ability to develop and manage interpersonal relationships.

Discretion and Confidentiality : Ability to handle sensitive and confidential situations with absolute discretion and maintain confidentiality.

Attention to Detail and Accuracy : Exceptional attention to detail and thoroughness in completing tasks accurately. Work on multiple projects simultaneously, set priorities, and meet deadlines.

Organizational and Multitasking Skills : 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.

Judgment and Project Management : Sound judgment with the ability to prioritize and anticipate potential issues and address them proactively.

Adaptability and Feedback Reception : Stay current with technology and digital tools. Ability to maintain composure under pressure, work flexible hours as needed, and respond constructively to feedback.

Working Conditions

Interact by phone, email 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.

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.

Some evening and weekend work may be required.

Application Documents

Resume / CV (required)

Cover Letter (preferred)

References Contact Information (3) (preferred)

When applying, the document(s) MUST be uploaded via the My Experience page, in