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:

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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 propo