Awards Setup Associate

Northwestern University; Chicago (IL); On-site; USD 57,000 - 64,000; Full time

Job summary

Northwestern University’s Office Sponsored Research is seeking an Awards Setup Associate in Chicago, IL. The role supports compliant establishment of sponsored research award accounts and non-financial post-award management across multiple colleges and centers.

You will review sponsor communications, handle award amendments, period of performance changes, and cost-share processing while ensuring compliance with regulations such as Uniform Guidance.

Qualifications

• Bachelor's degree or equivalent education/experience.
• 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.

Responsibilities

• Establish compliant sponsored research award accounts across systems.
• Review sponsor communications and manage post-award actions.
• Perform preliminary proposal reviews and ensure compliance data.
• Assist with cost-share accounting and closeout activities.
• Perform other duties as assigned.

Skills

Math proficiency

Analytical thinking

Customer service

Writing ability

Verbal communication

Time management

Education

Bachelor's degree or equivalent

Job description

Location: Chicago, Illinois

Department: Office Sponsored Research Salary/Grade: EXS/6

Job Summary:

As a staff member of Northwestern Sponsored Research (SR), the Awards Setup 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 Manager Awards Setup, the Awards Setup Associate is responsible for (1) the compliant establishment of all (simple to complex) 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 preliminary proposal review award acceptance-related support.

The Awards Setup Associate will support the OR mission and values of understanding empathy, modeling accountability, ensuring fairness, embracing community, and valuing creativity.

Note: (a) Not all aspects of the job are covered by this job description.

Specific Responsibilities:

Sponsored Research Awards Financial Account Establishment

• Under the direction of the Manager Awards Setup, establish compliant sponsored research award accounts in electronic research administration and financial management systems efficiently and with a high degree of accuracy. Evaluate 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

• 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. Process and/or review 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).

Proposal and Award Acceptance Support

• Complete preliminary and targeted proposal review. Review and submit sponsor-requested data and compliance checks for pending awards subject to "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.

Miscellaneous

Perform other duties as assigned

Minimum Qualifications:

• Bachelor's degree, or the equivalent combination of education, training and experience from which comparable skills can be acquired.
• 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.

Preferred Qualifications:

• 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.
• Entry level of knowledge of Federal regulations related to research administration, including Uniform Guidance and federal-wide research terms and conditions preferred.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:

Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities and adopt and maintain healthy lifestyles.

We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:

Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

Target hiring range for this position will be between $57,000-$64,000 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.