Assistant Director, Training Grants - Post Award Administrator

University of Chicago; Chicago (IL); Hybrid; USD 85,000 - 135,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

The University of Chicago is seeking an Assistant Director of Training Grants - Post Award Administrator to provide expert financial and compliance oversight for NIH T32 Institutional Research Training Grants and F31 Fellowships.

This position serves as the central point of contact for all post-award activities and ensures compliance with NIH policies, federal regulations, and institutional requirements throughout the award lifecycle.

Responsibilities

• Oversee post-award and financial activities for T32 training grants, including budget monitoring, expenditure tracking, and reallocation requests.
• Provide financial data and reports from Oracle on a regular basis.
• Maintain AURA award data and coordinate edits/updates with URA.
• Maintain data integrity in Oracle.
• Process the Notice of Award for new training grants and new budget years.
• Collaborate with URA and departmental pre-award administration on budget year accounts and advance accounts as needed.
• Collaborate with training program administrators on trainee stipends and updating financial projections.
• Monitor and reconcile trainee stipends, tuition/fees, and institutional allowances against budgets; process cost transfers and budget modifications.
• Conduct quarterly TGAP reviews and coordinate corrections with program administration.
• Perform final budget year review of TGAP and assist with Final Financial Report submissions.
• Maintain faculty Workday costing allocations including stipends and fees.
• Coordinate prior approval requests as needed with program administrators.
• Provide financial and participant effort information for NIH RPPR preparation.
• Assist in ensuring correct stipend disbursements and fringe benefit calculations.
• Coordinate responses to NIH program officers and Grants Management Specialists for T32 inquiries and approvals.

Job description

Department

BSD ADM - Research Administration

About the Department

The University of Chicago is an intellectual community and a globally renowned research institution dedicated to fostering innovative and impactful research in various domains, including the Biological Sciences. The Biological Sciences Division is at the forefront of cutting-edge research and the Research Administration Office plays a pivotal role in supporting and facilitating the faculty who conduct research.

Job Summary

The job provides professional support for pre-award and/or post-award activities relating to grant and contract proposals and funding within a department or unit. Pre-award activities include research, preparing applications, and editing proposals. Post-award activities include compliance monitoring, payment processing, and salary allocations. Performs work with moderate guidance and utilizes knowledge of University and business drivers.

The Assistant Director of Training Grants-Post Award Administrator provides expert financial and compliance oversight for institutional training awards, with primary responsibility for NIH T32 Institutional Research Training Grants and F31 Predoctoral Fellowship Awards. This position serves as the central point of contact for all post-award activities and ensures compliance with NIH policies, federal regulations, and institutional requirements throughout the award lifecycle.

The job provides professional support for post-award activities relating to training grants and fellowship proposals and funding within a department or unit. Post-award activities include key responsibilities, compliance monitoring. Performs work with moderate guidance and utilizes knowledge of University and business drivers.

The Assistant Director, Training Grants - Post Award Administrator provides financial management in an intensive customer service environment for the Office of Training Grants within the Research Administration Office.

This position is eligible for a hybrid work arrangement.

Responsibilities

T32 Institutional Research Training Grant Administration (Post Award/Financial)

• Oversee and participate in relevant post-award and financial activities for T32 training grants, including budget monitoring, expenditure tracking, and reallocation requests.
• Provide financial data and reports from university financial system (Oracle) on a regular basis.
• Maintains AURA award data and working with University Research Administration (URA) for necessary edits/updates.
• Maintains data integrity in Oracle.
• Processes the Notice of Award for new training grants and new budget years.
• Collaborates with URA and departmental pre-award administration to request and distribute applicable budget year account number(s) or requesting advance accounts if necessary.
• Collaborates with training program administrators on the review and maintenance of trainee stipends for the updating of financial projections.
• Monitor and reconcile trainee stipends, tuition/fees, and institutional allowances against award budgets; process cost transfers and budget modifications as needed.
• Performs quarterly review of the training grant account projection (TGAP) and subsequently, working with the program administration on necessary corrections or updates.
• Responsible for budget year final review of the TGAP and submission to URA with follow up on the Final Financial Report (FFR) being submitted to the funding agency.
• Maintaining faculty Workday costing allocations, including stipend and fees.
• Work with program administrator on processing prior approval requests, as needed.
• Provide needed financial and participant effort information in compliance with NIH requirements to the program administrator for use in completing the annual Research Performance Progress Report (RPPR).
• Liaise with program administrator to ensure correct stipend disbursements and fringe benefit calculations.
• Coordinate responses to NIH program officers and Grants Management Specialists for T32-specific inquiries and prior approval requests.

Compliance & Regulatory Oversight

• Assist program and departmental administrators to ensure all T32 and F31 awards are administered in accordance with NIH Grants Policy Statement, 2 CFR Part 200, and applicable institutional policies.
• Monitor award terms and conditions, flagging potential compliance issues and coordinating corrective actions with the Office of Sponsored Programs.
• Oversee effort reporting and salary compliance for T32-supported faculty and trainee appointments.
• Maintain current knowledge of NIH policy changes, NOT notices, and program announcements affecting training grant administration.
• Conduct periodic internal audits of trainee records, expenditures, and required documentation to ensure audit readiness.

Stakeholder Engagement & Training

• Serve as primary post-award liaison for T32 and F31 PIs, trainees, and departmental administrators.
• Provide guidance and training to new faculty, trainees, and departmental staff on NIH tra