Department: Office Sponsored Research Salary/Grade: NEX/13
As a staff member of Northwestern Sponsored Research (SR), the Awards Management Associate is an integral part of the institutional infrastructure that supports an innovative research ecosystem for ten schools and colleges, all centers and departments across three campuses (Chicago and Evanston, Illinois and Doha, Qatar) at Northwestern University, a distinguished AAU institution.
Reporting to the Associate Director for Awards Management, and following established guidelines, the Awards Management Associate is responsible for (1) the compliant establishment of all financial accounts for sponsored research awards; (2) non-financial post award management activities for a wide spectrum of awarded sponsored research contracts and agreements; (3) targeted award acceptance-related support.
Northwestern Sponsored Research is committed to being BRAVE (Battling Racism And Valuing Equity). Through deliberate words and actions, we endeavor to confirm to our colleagues that we see them and acknowledge their humanity and value.
The Awards Management Associate will support the OR mission and values by exhibiting the following: understand empathy, model accountability, ensure fairness, embrace community and value creativity. The incumbent will strive to provide excellent service when performing job responsibilities.
Please Note: (a) Not all aspects of the job are covered by this job description. (b) The primary work location for this position is Chicago, Illinois (travel to other campuses is required to foster necessary relationships). For the immediate term, the interview process and position will be remote – including virtual interviews, remote onboarding, and remote work. The remote nature of this position is temporary. Local, on-campus work will be required once the University and this role resume an operational status that supports it.
Sponsored Research Awards Financial Account Establishment
Under the direction of the Associate Direct Awards Management, and referencing established guidelines: Create compliant sponsored research award accounts in electronic research administration and financial management systems efficiently and with a high degree of accuracy; review accepted and negotiated sponsored research awards, contracts and agreements from a wide spectrum of sponsors (e.g., federal and state governments, corporate and industry, non-federal and foundations) to determine the following: appropriate account types, payment structures, subawards and associated terms and conditions regarding budgeting, expenditure allowances and disallowances, granted authorities, university financial commitments, program income, and invoicing requirements in order to create appropriate account structures for award setup and management.
Non-Financial Post Award Administration of Sponsored Research Awards
Following established guidelines: Review and assess sponsor communications for sponsored research lifecycle award administration requirements and actions to include award amendments, period of performance adjustments and extensions, funding increases, deobligations, terminations, key personnel changes, cost share, and closeout. Review and/or process requests from University units to create new projects or cost share accounts for established awards. Complete systematic maintenance of aging and problematic award records through their resolution. Process and monitor cost-share commitments (mandatory and voluntary) against committed amounts to support award compliance and fiscal year-end reconciliations. Ensure award actions remain compliant with University, sponsor and regulatory guidelines (e.g., Uniform Guidance, Federal Acquisition Regulations). Review for accuracy and submit technical/programmatic progress and closeout reports to sponsors such as Research Performance Progress Reports, final reports, and patent/invention disclosures.
Proposal and Award Acceptance Support
Review and submit sponsor-requested data and compliance checks for pending awards subject to established “Just-in-Time” principles. Review cost share commitments for accuracy and adherence to university and sponsor established guidelines and requirements. Manage appropriate awards documentation in the official document management system for Sponsored Research in order to meet institutional compliance requirements for audit.
Performs other duties as assigned.
Bachelor’s degree, or the equivalent combination of education, training and experience from which comparable skills can be acquired.
Previous experience with research and/or grants and contracts administration is strongly preferred.
1+ year of business, finance, research administration or information technology experience preferred
Preferred Competencies: (Skills, knowledge, and abilities)
Excellent math, analytical, and customer service skills.
Excellent writing and verbal communication skills.
Strong analytical, organizational and time management skills.
Strong attention to detail and customer-focused orientation.
Ability to learn, adapt and work effectively within multiple software and business systems simultaneously.
Entry level of knowledge of Federal regulations related to research administration, including Uniform Guidance and federal-wide research terms and conditions preferred
The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.
Internal Number: 41240
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.