University Research Administration has the responsibility to review and provide institutional endorsement for all proposals to federal and other external sponsors (excluding gifts), assuring compliance with University policies and sponsor terms and conditions. URA is the institutional authority for the negotiation and acceptance of financial support or other contractually-binding obligations in the form of a contract, grant, or agreement, including material transfer agreements and clinical trials. URA Post-Award Research Administration Services (RAS) Team provides directed post-award support of faculty member's funded research portfolio. The support includes a dedicated URA Post Award Grants Specialist assigned to work with each faculty member on all post award needs and facilitate communication to the central Research Finance team. The support is designed to handle administrative and financial matters associated with a faculty member's research portfolio, so that the faculty member may focus on the technical and academic content. Portfolio volume and complexity will be reviewed at least annually to ensure reasonable assignments within the URA post award team.
Job Summary
URA Sponsored Development Services (SDS) is a team of dedicated Sponsored Development Managers and Specialists who provide pre-award support for opt-in partners across campus at The University of Chicago. These services include support for proposal development, pre-proposals, or Letters of Intent (LOIs), Just-In-Time (JIT) requests and assistance navigating sponsor policies and interpreting guidelines.
URA Sponsored Program Services (SPS) is a team of dedicated Sponsored Program Managers and Specialists who provide post-award support for opt-in partners funded research portfolios across campus at The University of Chicago. These services include support for post-award administrative and financial matters associated with a sponsored research portfolio, and assistance navigating sponsor policies and interpreting guidelines so that the faculty member may focus on the technical and academic content of their research.
URA Sponsored Program Services (SPS) provides post-award support of faculty members funded research portfolio. The support includes a dedicated URA Sponsored Programs Specialist assigned to work with each faculty member on all post award needs. The support is designed to handle administrative and financial matters associated with a faculty member's research portfolio so that the faculty member may focus on the technical and academic content. Portfolio volume and complexity are reviewed at least annually to ensure reasonable assignments within the URA SPS post-award team.
The job uses best practices and knowledge 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.
The Post-Award Senior Grant Specialist is responsible for all duties of a post-award grant specialist in addition to responsibilities of the senior level role, including an ability to mentor team members in identifying and re-mediating deviations from established account management expectations. Responsible for assisting with the oversight of day-to-day sponsored program activities for an assigned portfolio of faculty researchers. This will primarily involve financial management of a faculty member's sponsored research funding. The senior level role is expected to review and identify additional items outside of normal responsibilities of their team to discover and warn department leadership or any issues or corrective actions that are needed. The senior level role is expect to independently handle a complex and diverse portfolio and participate in training and outreach activity for the SPS Team.
Responsibilities
Provides input to ensure consistency, equitable workloads, and provides staff assistance and coverage as needed as activity grows.
This individual is a member of a Team and must contribute to the team effort, as needed. This will involve assisting colleagues to ensure timely service to departments, units, and sponsors, as needed and to perform back-up duties during staff vacations or sick leaves.
Develops training materials, guides, mentors, and assists all staff with issues and guidance.
Performs additional duties including, but not limited to, leading summer salary allocations and chargebacks, perform periodic checks of PI effort and reimbursements. Escalates or resolves any issues identified at a higher level review.
Works 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. Notifies PIs of availability of funds while assisting and advising faculty in financial and project activities by implementing fiscal reporting process.
Establishes account management expectations, identify deviations, resolve problems and prepare monthly, quarterly and/or yearly reports as necessary.
Interacts 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 and assist in training personnel who report to the PI on research administration operational policies and procedures.
Works with pre-award staff to follow projects from the pre-award stage to the post-award stage and assists with answering key operational questions on behalf of the PI.
Participates in multi-disciplinary projects related to goals of Post-Award Services in a very dynamic environment. Coordinates with faculty by organizing risk analysis sessions and conducts statistical analysis of data.
Tracks project timelines, ensures follow-up, and provides timely reports to PIs and sponsors with proactive support of award management.
Assists 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.
Assists 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.
Communicates and collaborates 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. Updates AURA as necessary when applications/proposals are not funded, withdrawn or not routed.
Reviews sponsor guidelines and processes or assists with development of proposals in compliance with University and sponsor policies, and assists with other grant and contract activity.
Coordinates and/or assists with other activities, special projects and reports in coordination with the Assistant Director, Post-Award Opt-In Services.
Provides faculty and administrators with application preparation, analyzing possible solutions to problems that arise using standard procedures. Reviews, interprets, and negotiates contract and grant terms to determine compliance and/or conflict with federal regulations and procedures.
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.
With limited 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 5-7 years of work experience in a related job discipline.
--- Certifications:
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Preferred Qualifications
Education:
Bachelor's degree in a business or liberal arts field.
Experience:
Minimum five years of experience working with sponsored research administration in an academic environment.
Technical Skills or Knowledge:
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, Buysite, FAS, ACCTS, PETS, 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, FAS, Workday, ACCTS, PETS, Buysite, GEMS and a high level of proficiency in Excel and Business Objects.
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.
Preferred Competencies
Analytical, proactive, solution-oriented, possess exceptional communication skills (oral & written) and self-motivated.
Exercise sound judgement in prioritizing tasks.
Learn new skills, take on new challenges, and ability to effectively interact and collaborate with all levels of University administrators and faculty members.
Customer service is a high priority of the office with a demeanor of civility and professionalism at all times.
Excellent planning, problem-solving, organizational, project management and customer services skills.
Develop and manage interpersonal relationships.
Make decisions independently that will have downstream impacts on the management of sponsored projects.
Manage detail-oriented workload, to organize and prioritize workload during high-pressure, high-volume workload periods and to manage stress.
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.
Travel to various on-campus locations on a daily basis.
Use standard office equipment.
Occasional travel.
Application Documents
Resume/CV (required)
Cover Letter (preferred)
References Contact Information (3)(preferred)
When applying, the document(s) MUSTbe 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
37.5
Benefits Eligible
Yes
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Posting Statement
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.
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.
All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. 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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