Department
Provost URA: Pre-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.
Job Summary
The job executes a range of activities to support the functional areas of University Research Administration. It supports research, training, and other sponsored activities at the University, building upon knowledge of the University, processes, and customers. It also assists in the development of research compliance education programs.
The Sponsored Development Administrator 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.
This is a full-time fixed term up to one-year appointment. At the conclusion of the one-year period of this appointment, there may be an opportunity to extend the appointment or for URA to hire the Sponsored Development Administrator into a full-time position, HOWEVER, neither is guaranteed and both would be subject to review and approval at the conclusion of the initial term of the appointment.
The role reports directly to the Director, Pre-Award & Sponsored Development Services, with a dotted line to the Director, Sponsored Program Services.
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
Works directly with the Principal Investigators (PIs) or their delegates to facilitate management of grant activities which involves oversight of pre and post-award activities.
Assists the PIs with preparing pre-proposals, proposals, budgets, required proposal documents, routing proposals via the AURA Grants system, submitting proposals, and preparing responses to Just-In-Time requests.
Meets established pre-award expectations and established account management expectations, identify deviations and resolve problems for the pre and post-award stage of the project.
Assists Faculty in the preparation of grant proposals, including gathering and organizing necessary information from faculty across the University of Chicago, and other institutions, and coordinates any necessary meetings to discuss timelines and proposal requirements.
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 project portfolio.
Coordinates with faculty by organizing risk analysis sessions and conducts statistical analysis of data. Tracks project timelines, ensures follow-up, and provides timely reports to PIs and sponsors with proactive support of award management.
Supports technical reporting as needed with maintaining compliance for Animal and Human Subjects protocols and regulatory policies by being aware of and advising others of policy and procedures, and by facilitating any tracking or training requirements.
Communicates and collaborates with University departments/units, URA Pre-Award team and URA Post-Award, technology transfer and compliance teams/units to facilitate smooth transition throughout the full life cycle.
Updates AURA as necessary when applications/proposals are not funded, withdrawn or not routed.
Prioritizes work in order to complete assignments on a timely basis.
Aids in training personnel who report to the PI on research administration operational policies and procedures as requested by the Director, Pre-Award & Sponsored Development Services or the Director, Sponsored Program Services.
Gains and maintains thorough understanding of university and sponsor regulations.
Reviews Sponsor guidelines and escalates issues accordingly within the office of University Research Administration.
The individual is a member of a Team and must contribute to the team effort, as needed. This will involve assisting colleagues to ensure timely service to departments, units, and sponsors as needed and to perform back-up duties during vacation or sick leaves of other pre-award and post-award team staff.
Provides faculty and administrators with application preparation, analyzing possible solutions to problems that arise using standard procedures. Reviews, interprets, and negotiates contract and grant terms to determine compliance and/or conflict with federal regulations and procedures.
Maintains correspondence between the agency and University community to obtain and process necessary pre- and post-award information. Reviews and processes various pre- and post-award activities.
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:
Experience:
Technical Skills or Knowledge:
Proficiency in the use of University of Chicago systems such as Huron Research Suite, Oracle Cloud, and Workday.
Strong computer skills including word processing, database management and spreadsheet skills (Microsoft Office suite and Adobe suite a must).
Ability to develop proficiency and work with various sponsor/third-party electronic systems.
Knowledge of the Uniform Guidance or interpretation of similar regulations strongly preferred.
Preferred Competencies
Independence: Work independently with a high degree of initiative, curiosity and minimal supervision. Willingness to learn new skills, take on new challenges, and ability to effectively interact and collaborate with all levels of university administrators and faculty members. Make decisions independently that will have downstream impacts on the management of sponsored projects.
Communication Skills: Excellent oral and written communication skills with the ability to interact effectively with a diverse range of stakeholders, with faculty and administrative staff at the University, and close collaboration with all staff within the office of University Research Administration.
Service Orientation: Positive, service-oriented attitude with a courteous demeanor, maintaining professionalism in all interactions. Ability to develop and manage interpersonal relationships.
Discretion and Confidentiality: Ability to handle sensitive and confidential situations with absolute discretion and maintain confidentiality.
Attention to Detail and Accuracy: Exceptional attention to detail and thoroughness in completing tasks accurately. Work on multiple projects simultaneously, set priorities, and meet deadlines.
Organizational and Multitasking Skills: Strong organizational skills with the ability to multitask, meet deadlines, and navigate ambiguity in a fast-paced work environment. Interact by phone, email, online meetings or in person with faculty and administrative staff at the University and occasionally with staff of federal government, non-federal sponsors, and other institutions and organizations.
Judgment and Project Management: Sound judgment with the ability to prioritize and anticipate potential issues and address them proactively.
Adaptability and Feedback Reception:Stay current with technology and digital tools. Ability to maintain composure under pressure, work flexible hours as needed, and respond constructively to feedback.
Working Conditions
Sit for 4 hours or more.
Use computers extensively for 4 hours or more.
Use standard office equipment and troubleshoot IT equipment in a remote/hybrid environment.
Some evening and weekend work may be required.
Application Documents
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
37.5
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Pay Rate Type
Salary
FLSA Status
Exempt
Pay Range
$58,000.00 - $84,000.00
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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