Grants and Contracts Analyst

uchicago; Chicago (IL); Hybrid; USD 48,000 - 54,000; Full time

Benefits offered by this job

Hybrid work schedule

Job summary

The University of Chicago is seeking a Grants & Contracts Analyst to perform pre-award and post-award activities related to grants and contracts within a department. The role supports budget preparation, account administration, and compliance, with a hybrid work schedule.

Responsibilities include preparing budgets, allocating expenses, coordinating invoice processes, and assisting with audits and regulatory monitoring. Requires a related degree and up to 2 years of experience.

Qualifications

• Bachelor's degree in a related field is required.
• Knowledge of grant and contract administration is preferred.
• Strong computer skills including Excel and budgeting basics.

Responsibilities

• Act as primary account administrator in an intensive customer service environment.
• Routinely prepares budgets for grant submissions and allocates expenses.
• Prepares monthly reports and advises on HR and academic decisions.
• Supports pre-award and post-award activities including invoicing and account management.

Skills

Attention to detail

Time management

Interpersonal skills

Multitasking

Teamwork

Confidentiality

Education

Bachelor's degree in related field

Tools

Microsoft Excel

Job description

Department

PSD Local Business Center: Astro Plus

About the Department

The Physical Sciences Division (PSD) has a rich history of advancing and defining new fields of discovery in the physical sciences and mathematics, and this tradition of innovation continues today. Our inquiry and impact spans from the edge of the observable universe to human-computer interaction, from biophysical materials science to the geologic record of seawater composition, from gravitational waves to geometric flows, and beyond.

The Physical Sciences Division Local Business Center (PSD-LBC) provides grants and finance management support to faculty, researchers, and administrators for many of the organizations (departments, research centers, and institutes) within the Physical Sciences Division. Our goal is to provide high levels of service to advance the PSD’s mission in research and education.

Job Summary

The Grants & Contracts Analyst performs routine 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. This position is eligible for a hybrid work schedule.

Responsibilities

• Under the direction of a supervisor, acts as a primary account administrator for account owners in an intensive customer service environment.
• Routinely prepares budgets for grant submissions, creates accounts, and works with the financial accounting system to allocate, authorize, monitor, and control expenses on gift, endowment, and operating accounts.
• Helps to prepare monthly reports, conducts and correct errors in accounts using existing procedures that are in place, and provides advice on the financial impact of human resources and academic affairs decisions.
• Processes and reconciles account transactions, including purchases and travel expenditures.
• Interacts with University Research Administration, Faculty, Human Resources staff, Senior Grant Administrators and Grant Managers, and Financial Services Office personnel to troubleshoot issues
• Works with other administrators on the procurement process, allocates expenditures for authorization, and advises in communications regarding funding agencies, subcontractors, and others at the instruction and direction of others.
• Assists in pre-award activities including reading proposal guideline and collecting and preparing administrative components of proposal submissions including gathering and formatting CVs, ensuring all required elements are prepared and in the correct order.
• Reviews grant proposals for spelling, grammar, and consistent formatting.
• Assists with coordinating the invoice and payment processes for joint appointments.
• Assists with straightforward post-award activities including account creations, regulatory and compliance monitoring, salary allocations, effort reporting, grant projections, cost allocations, cost center charges, equipment inventory, invoice preparation, grant closing process, and account closing.
• 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. Serves as department contact for annual audits and agency site visits.
• 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 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Technical Skills or Knowledge:

• Strong computer skills including word processing, database management, and spreadsheet skills (Microsoft Excel).

Preferred Competencies

• Attention to detail and organizational skills.
• Time management skills and the ability to handle multiple, concurrent tasks within deadlines.
• Excellent interpersonal skills and the ability to interact professionally and diplomatically with individuals from across the division and university.
• Flexible and adaptable to changes in workflow and procedures.
• Understand and follow policies and sponsor guidelines.
• Multitask and manage multiple projects in client-service environment.
• Maintain strict confidentiality, including handling salary information as part of proposal budgets.
• Diplomatic and customer service-based approach to interacting with colleagues and others.
• Work effectively as a part of a team.
• Budgeting and financial accounting skills.

Working Conditions

• This position is eligible for a hybrid work schedule.

Application Documents

• Resume (required)
• Cover Letter (preferred)
• References (preferred)

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

Hourly

FLSA Status

Non-Exempt

Pay Range

$35.00 - $39.00

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 the Benefits 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.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.