Department
Crown Grants and Contracts
About the Department
As one of the first schools of social work in the United States, the Crown Family School of Social Work, Policy, and Practice has shaped the field for more than 100 years. As part of the University of Chicago, the Crown Family School shares the University's core values and distinctive intellectual culture. Crown Family School faculty, staff and students focus on identifying solutions to complex problems through the integration of research, training, and direct community engagement. Guided by an interdisciplinary tradition, Crown Family School scholars conduct innovative research to address interconnected social challenges such as educational inequality, health disparities, crime and violence, poverty, and child and family welfare—working at multiple scales, from individual to policy-level interventions.
More than 8,000 Crown Family School graduates in the US and globally hold leadership positions in academia, at nonprofits, and at governmental agencies The Crown Family School is the home of several academic centers. These include the Susan and Richard Kiphart Center for Global Health and Social Development, the Urban Education Institute (UEI), , the Center for Health Administration Studies, the Smart Decarceration Project, and the Employment Instability, Family Well-being, and Social Policy Network (EINet). More information may be found at https://crownschool.uchicago.edu/.
Job Summary
We are seeking a collaborative, professional, team player experienced with grants and contracts in a research organization.
The job works independently to administer pre-award and/or post-award activities relating to grant and contract proposals/funding within the Crown Family School. The Associate Director uses skills as an experienced research administrator to develop and manage research awards, and/or transactions related to contract and grant management. The Associate Director will maintain contract and grant records in compliance with institutional research sponsor policies. Key activities include award set-up and management, compliance monitoring, funding agency reporting, payment processing, and serves as liaison between Crown faculty and University Central Offices. The key emphasis of this role is post award activities, but the Associate Director will be cross trained and knowledgeable of both pre and post award functions. The role works independently, receives minimal guidance, and acts as a resource for colleagues with less experience.
Responsibilities
- Serves as a post-award administrator for externally funded grant and contracts at the Crown Family School, overseeing and managing awards and contracts throughout the lifecycle.
- Maintains, oversees, reconciles, and corrects errors in grant accounts. Monitor expenditures on faculty accounts.
- Processes sponsored awards expenses for payment. Works with other administrators on the procurement process including purchasing, internal requisitioning, and personal and travel reimbursements. Allocates and authorizes expenditures.
- Conducts monthly expenditure review, ensures timely payment processing and accurate salary allocations, and provides account projections
- Works with administrators to manage financial and administrative aspects of sponsored project proposal preparation, submission, and pre-award grant administration, as needed.
- In collaboration with the Director, Sponsored Activities, communicates with funding agencies, subcontractors, and others.
- Propose solutions to discovered problems and fix according to proper policy and procedure.
- Compare actual spending to original budget and identify any variances with particular attention being paid to faculty salary.
- Develop a working knowledge of university policies and procedures as well as a working knowledge of policies and procedures of various funding agencies.
- Create and maintain excel spreadsheets to track finances.
- Reviews all applications against university guidelines, in addition to drafting progress reports, non-competing applications, amendments, and budgeting. Responsible for all data entry and preparation of grant reports and trend analysis.
- 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.
- Processes invoices for subawardee payments
- Provides back-up support for non-financial post-award actions such as gathering needed documentation for the execution of sub-awards, sponsored consulting agreements, amendments, material transfer agreements, and data use agreements
- Provides specialized support for the research enterprise within a department or unit, including pre- and/ or post-award administration for all sponsored activity. Serves as liaison between PIs, University administrative offices, and external agencies.
- Ensures service and communication to PIs, standardized information, best practices development, and that all faculty and research staff are aware of any new grant policies and changes.
- Analyzes industry trends and remains current with agency and regulatory changes. Monitors department/ unit compliance with University, Divisional and Department policies and procedures and implements corrective actions for issues identified.
- 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:
Work Experience:
Knowledge and skills developed through at least 7 years of work experience in a related job discipline.
Administrative, accounting, or grant and contract administration experience.
Budgets, ledgers, invoices, and fiscal reporting.
One or more aspects of sponsored program administration in a research environment.
Accounting systems.
Preferred Competencies
Analytical and problem-solving skills.
Microsoft office and Google Suits.
Experience in an Oracle based financial system.
Ability to manage a high volume of transactions.
Ability to perform moderately complex financial analysis and customized reporting.
Ability to maintain independent judgement; strong organization; communication skills, and a customer service focus.
Ability to work independently and as part of a team.
Mathematical aptitude.
Strong analytical and organizational skills.
Strong interpersonal, verbal, and written communication skills.
Work closely with Director, Sponsor Activities and other senior Crown School leaders.
Independently complete projects on time and accurately with minimal supervision.
Flexibility and ability to work effectively under considerable time pressure.
Working Conditions
Application Documents
Cover Letter (required)
Resume (required)
References (when asked)
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Financial Management
Role Impact
Individual Contributor
Scheduled Weekly Hours
40
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Pay Rate Type
Salary
FLSA Status
Exempt
Pay Range
$85,000.00 - $100,000.00
The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.
Benefits Eligible
Yes
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in theBenefits Guidebook.
Posting Statement
The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.
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.
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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