Sponsored Programs Administrator

Department
 

Provost URA: Opt-In Post-Award Services

About the Department
 

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 Pre-Award Opt-In Services is a team of dedicated Pre-Award Research Administrators 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 Post-Award Research Administration Services provides 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. 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
 

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.

The Sponsored Programs Administrator position is a mid-entry level Research Administrator, responsible for assisting with the oversight of day-to-day sponsored program activities for an assigned portfolio of faculty researchers for pre and post-award administration. This will primarily involve supporting the sponsored research funding portfolio of faculty members in the development of proposals and financial management.

The role reports directly to the Director, Sponsored Program Services, with a dotted line to the Director, Pre-Award & Sponsored Development Services.

The Sponsored Programs Administrator will train in all aspects of opt in services to provide backup on both pre and post award. The position will support the pre-award opt in services as an add needed basis and will have a reduced portfolio in Post-Award about a 70% volume compare to a regular Sponsored Programs Specialist or Manager team member.

Performs routine assignments in the mid-entry level of a Research Administrator to a progression of complex proposals and grants management portfolios. Develops competence by performing structured work assignments, following university and sponsor guidelines. Uses existing procedures to solve routine or standard problems. Receives instruction, guidance and direction from others but is expected that the Sponsored Programs Administrator will have the ability to work with minimal supervision and interact with faculty and administrators from different institutions and outside entities to make independent and informed decisions.

This position also requires the ability to analyze, interpret and implement financial data, sponsor guidelines, and University policies and procedures.

Responsibilities

• Provides support as directed to the Pre and Post-Award Opt-In Teams within URA on an as needed basis, working with the team to follow projects from the pre-award stage to the post-award stage. 

• Participates in multi-disciplinary projects related to goals of Pre and Post-Award Opt-In Services in a very dynamic environment. 

• Works directly with PIs or their delegates to facilitate management of grant activities which involves oversight of pre and post-award activities.

• Responsible for Post-award activities associated with expenditure and budget reviews, audit of invoices and billings, monitoring accounts and preparing financial reports and projections for grants and other sponsored agreements, notifying PIs of availability of funds while assisting and advising faculty in financial and project activities by implementing fiscal reporting process. 

• Prepares 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 proj