Grants and Contracts Specialist, Pre-Award

Department

BSD ADM - Research Administration

About the Department

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.

Job Summary

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.

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.

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 :

College or university degree in related field.

Experience :

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.

Preferred Competencies

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.

Working Conditions

Ability to sit for 2 to 4 hours.

This position is eligible for a flexible work arrangement.

Application Documents

Resume (required)

Cover Letter (required)

List of three references (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Financial Management

Role Impact

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

Benefits Eligible

Drug Test Required

Health Screen Required

Motor Vehicle Record Inquiry Required

Posting Statement

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For additional information please see the University's Notice of Nondiscrimination.

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We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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