1) The Grants and Contracts Administrator will work directly with faculty to develop proposal budgets, in accordance with the research plan and agency and institutional requirements, as well manage all financial and non-financial post-award activities for a portfolio of sponsored projects in the Department of Pediatrics and act as a liaison to sponsors.
2) Assist faculty in creation and completion of all non-science parts of the grant submission.
3) Coordinate active grant management activities, including submission of progress reports, non-competing applications, amendments, technical reports, just-in time submissions, no-cost extensions, agency required re-budgeting, carry-over requests, Data Use Agreements, and Material Transfer Agreements.
4) Identify and remediate deviations from established account management expectations.
5) Manage the execution of Subawards, Sponsored Consulting Agreements, and Subaward Amendments.
6) Ensure all submission align with Federal, agency and University guidelines.
7) Develop a working knowledge of policies, University allowable cost policies and the fundamentals of sponsored academic research in a medical institution.
8) Update proposed budget to match Notice of Award, and monitor and approve expenditures on assigned portfolio of restricted funds in the Department of Pediatrics.
9) Responsible to input and/or review data, inspecting for accuracy on account establishment for correct attributes such as: sponsor, indirect cost rates, billing pay modes, grant values, reporting requirements, etc.
10) Partner with University Research Administration (URA) to monitor pre- and post-award activities, such as timely submission of applications and progress reports (RPPRs); requests for no-cost extensions; obtaining sponsor approvals for major changes to project workscope or major changes to anticipated expenditures, etc.
11) Implement actions to proactively avoid problems with award submissions, accounts, and fix according to proper policy and procedures.
12) Manage all close-out activities for sponsored projects, coordinating efforts between the PI, URA, and Sponsor.
13) Manage and/or coordinate project transfers and closeouts with URA when a faculty member leaves the University.
14) Communicate and collaborate with URA to facilitate smooth transition throughout the full life cycle.
15) Create and maintain databases using Microsoft Excel or Access as they pertain to the financial functioning of the section.
16) Follow-up with corporate, institutional and agency staff in regard to reimbursement, grant payment and general financial matters.
17) Attend institutional and outside training classes that cover grant submissions, financial, post-award topics as well as computer training.
18) 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.
1) Proactive, solution-oriented, possess exceptional communication skills and have the analytical skills necessary to review a sponsored award agreement, determine the type of award, payment terms, reporting requirements, budget limitations, and establish accordingly per departmental guidelines.
2) Work with various sponsor electronic systems.
3) Rapid proficiency in the use of University of Chicago systems such as AURA, FAS, Workday, ACCTS, PETS, GEMS, e-Payments, Business Objects and a high level of proficiency in Excel.
4) Strong computer skills including word processing, database management and spreadsheet skills.
5) Interpret sponsor guidelines and regulations to ensure accurate response.
6) Incumbent is expected to review Sponsor guidelines and process or manage awards in compliance with University and sponsor policies, and assist with other grant and contract activity; escalate issues accordingly within the Department of Pediatrics and University Research Administration, as appropriate.
7) Customer service is a high priority of the office; maintain civility and professionalism at all times.
8) Excellent verbal and written communication skills.
9) Develop and manage interpersonal relationships.
10) Good negotiation skills.
1) Make decisions independently that will have downstream impacts on the management of sponsored projects.
2) Manage detail-oriented workload, to organize and prioritize workload during high-pressure, high-volume workload periods and to manage stress.
5) Interact by phone, email or in person with faculty and administrative staff and occasionally with staff of federal government, non-federal sponsors, and other institutions and organizations.
1) Bachelor's degree in a business or Liberal Arts field.
1) A minimum three years of grant and contract administration, finance, accounting, and/or clinical management experience.
2) Previous experience working in a clinical department in a comparable role.
3) Knowledge of federal and non-federal regulations for grant submissions and management.
4) Knowledge of research methods and funding sources.
5) Knowledge of computers, including spreadsheet, database, and word processing applications.
6) Experience with FAS, Business Objects, and academic medical operations.
7) Understanding of fund accounting principles, federal and major non-federal grants and contracts policies, University allowable cost policies, and the fundamentals of sponsored academic research in an academic institution.
Technical Knowledge or Skills
1) Relevant experience interpreting sponsored research grants and contracts, and working with budgets, ledgers, invoices and fiscal reporting.
2) Knowledge of Federal Circulars applicable to universities (OMB A-21, A-110, A-133 or the Uniform Guidance) or interpretation of similar regulations.
3) Experience with the University of Chicago systems such as AURA, FAS, ACCTS/PETS, and Business Objects.
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
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