Grants & Contracts Finance Associate

University of Chicago; Chicago (IL); On-site; USD 41,000 - 55,000; Full time

Job summary

The University of Chicago's Development Innovation Lab seeks an Associate, Grants & Finance to support Weiss Fund grant administration and financial operations, reporting to the Weiss Fund Program Manager. The role coordinates contracting, procurement, budget management, and process documentation.

This position offers exposure to university finance systems, compliance with sponsor rules, and collaboration across DIL, URA, and research partners to ensure timely awards and accurate reporting.

Qualifications

• Bachelor’s degree required; degree in a related field preferred.
• Experience with grant management and contract administration.
• Experience with invoicing, vendor management, or budget reconciliation.
• Experience in a higher education or non-profit research environment.
• Familiarity with university financial systems (Workday, Oracle/PeopleSoft, AURA).

Responsibilities

• Coordinate contracting lifecycle for Weiss Fund awards from agreement through closeout.
• Serve as liaison between Weiss Fund, URA, and contracting institutions.
• Maintain a Master Service Agreement (MSA) tracking system.
• Implement Weiss Fund contracting policies and procedures.
• Support compliance with grant rules and regulations.
• Prepare interim financial reports, closeout documentation, and assist with grant audits.
• Update contract templates and reporting requirements as programmatic changes occur.
• Process AURA portal submissions, AMR requests, and no-cost extension requests.
• Process invoices and coordinate vendor payments for the Weiss Fund portfolio.
• Maintain vendor tracking with PaymentWorks and UChicago Procurement Services.
• Assist in transitioning vendors to ACH payments and resolve payment delays.
• Conduct monthly audits and budget reconciliations; flag discrepancies.
• Prepare budget analyses and financial reports for donor visibility.
• Ensure smooth account creation for Weiss Fund internal awards.
• Coordinate Weiss Fund program activities across grant cycles.
• Support cross-functional Weiss Fund projects with DIL HR/Operations.
• Work with DIL teams on processes relevant to Weiss Fund administration.
• Help set team priorities and review workstreams with the Program Manager.
• Ensure QA checks and consistent documentation.
• Assist with onboarding of new staff and training on processes.
• Document and maintain operational policies and manuals.
• Maintain data on platforms like NextZen, Google Drive, Box, and AURA portal.
• Identify opportunities to streamline Weiss Fund workflows.
• Assist with post-award activities including account creation, compliance monitoring, salary allocations, and grant projections.
• Prepare summaries of grants and effort allocations for Principal Investigators.

Skills

Strong organizational skills

Proactive problem-solver

Clear communicator

Discretion with sensitive information

Independent worker

Education

Bachelor’s degree

Related field degree

Tools

Workday

Oracle/PeopleSoft

AURA

Job description

The University of Chicago's Development Innovation Lab seeks an Associate, Grants & Finance to support Weiss Fund grant administration and financial operations, reporting to the Weiss Fund Program Manager. The role coordinates contracting, procurement, budget management, and process documentation.

This position offers exposure to university finance systems, compliance with sponsor rules, and collaboration across DIL, URA, and research partners to ensure timely awards and accurate reporting.