Grants Manager
University of Chicago
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Job summary
The University of Chicago’s Kenneth C. Griffin Department of Economics seeks a Grants Manager to provide pre- and post-award research administration for sponsored projects.
You will help identify funding opportunities, assist with proposal development, prepare budgets, and ensure timely sponsor submissions in a fast-paced academic environment. Responsibilities include award setup, compliance monitoring, salary allocations and effort reporting, subaward administration, and preparing RPPRs and
Qualifications
- Bachelor's degree in business, accounting, or related field.
- Minimum 5 years of grant/contract administration experience in an academic setting.
- Experience with budgets, ledgers, invoices, and fiscal reporting.
- Knowledge of federal and non-federal grant regulations.
- Familiarity with Oracle, Orbit Reporting, Workday, SAP Concur desirable.
Responsibilities
- Prepare, review, and submit proposals for research and sponsored activities.
- Identify funding opportunities aligned with faculty research.
- Coordinate preparation and submission of proposals, including budgets and subaward materials.
- Develop accurate proposal budgets in consultation with faculty and staff.
- Monitor proposal routing and approvals to meet sponsor deadlines.
- Review proposals for sponsor/university compliance and resolve issues.
- Coordinate responses to sponsor information requests and just-in-time needs.
- Prepare financial materials for subawards and sponsored agreements.
- Review award notices and communicate terms to staff.
- Coordinate award and account setup in university systems.
- Monitor awards for sponsor compliance and allowability of expenses.
- Monitor salary allocations and effort reporting; adjust as needed.
- Analyze monthly Orbit reports and other financial data for accuracy.
- Distribute regular financial reports and guidance on expenditures.
- Process cost allocations, payroll transfers, and other adjustments.
- Prepare invoices and monitor accounts receivable for sponsored contracts.
- Coordinate subawards, sponsored consulting agreements, and amendments.
- Track milestones, deadlines, and sponsor reporting requirements.
- Prepare sponsor reports (RPPRs, annual, financial) and no-cost extensions.
Skills
Education
Tools
Job description
SSD: Economics - Staff and Temporary Employees
SSD: Economics - Staff and Temporary Employees
For over a century, the Kenneth C. Griffin Department of Economics has been recognized as one of the world's leading centers for economic research and education. The Department's faculty has received numerous awards, including more Nobel Prize laureates and John Bates Clark medalists in economics than any other university. Among our faculty are many members of the National Academy of Sciences, the American Academy of Arts and Sciences, and the Econometric Society.
The Grants Manager provides pre- and post-award research administration for grant proposals and contracts within the Kenneth C. Griffin Department of Economics. Pre-award responsibilities include identifying and communicating upcoming funding opportunities, assisting faculty with proposal development and submission, preparing and reviewing budgets and supporting documentation, responding to just-in-time requests, and reviewing new awards. Post-award responsibilities include award and account setup, regulatory and compliance monitoring, salary allocations and effort reporting, procurement, budget projections and financial monitoring, cost allocations and corrections, invoice preparation and accounts receivable monitoring, sponsor reporting, award modifications, and grant closeout activities. Performs work with general guidance and applies knowledge of University policies and procedures, as well as a working knowledge of policies, terms, and procedures of various funding agencies and sponsors.
- Prepares, reviews, and submits proposals for research, training, and other sponsored activities for the Kenneth C. Griffin Department of Economics.
- Identifies and communicates funding opportunities that align with faculty research interests and departmental priorities.
- Coordinates the preparation and submission of proposals, including budgets, budget justifications, subaward materials, institutional forms, biosketches, current and pending support, and other required documentation.
- Develops accurate proposal budgets in consultation with faculty and research staff, including salaries, fringe benefits, indirect costs, travel, equipment, subawards, and other project expenses.
- Monitors and facilitates the proposal process through University routing and approval procedures, ensuring that required institutional approvals and signatures are obtained and that all sponsor submission deadlines are met.
- Reviews proposals for compliance with sponsor and University requirements and identifies potential issues requiring resolution prior to submission.
- Coordinates responses to sponsor requests for additional information, including just-in-time requests and other pre-award communications.
- Coordinates the preparation of financial materials and supporting documentation for proposed subawards and sponsored consulting agreements.
- Reviews new award notices and agreements and communicate relevant terms, conditions, budget restrictions, and other requirements to faculty and appropriate departmental and central administrative staff.
- Coordinates award and account setup, ensuring that approved budgets, project periods, funding sources, restrictions, and other award terms are accurately reflected in University systems.
- Monitors sponsored awards for compliance with sponsor requirements and University policies, including allowability, allocability, reasonableness, and consistency of treatment of expenses.
- Monitors salary allocations and effort reporting and coordinates necessary adjustments to ensure that personnel charges are appropriately allocated to sponsored projects.
- Monitors grant expenditures and commitments and prepares financial projections to assist principal investigators in managing available funds and anticipated project needs.
- Analyzes monthly Orbit reports, ledgers, and other financial reports for accuracy; recommends and initiates corrective action for discrepancies and follow through until issues are resolved.
- Distributes regular financial reports to principal investigators and provides guidance regarding expenditures, balances, projections, and budgetary concerns.
- Processes cost allocations, cost corrections, payroll transfers (PECCS), and other financial adjustments in accordance with University and sponsor requirements.
- Prepares and submits invoices and financial documentation required by sponsors and monitors accounts receivable for sponsored contracts, including outstanding invoices and payments. Coordinates with appropriate University offices to resolve delayed or outstanding receivables.
- Coordinates the execution and administration of subawards, sponsored consulting agreements, and amendments, including preparation and review of financial materials and coordination with subaward administrators.
- Tracks project milestones, reporting deadlines, award modifications, and other sponsor requirements.
- Coordinates the preparation and timely submission of required sponsor reports, including Research Performance Progress Reports (RPPRs), annual reports, financial reports, and other required deliverables.
- Prepares and processes requests for no-cost extensions, carryforward, rebudgeting, and other award modifications, and obtain sponsor approvals when required.
- Coordinates requests for sponsor approval of major changes to project scope, budget, or anticipated expenditures.
- Processes and monitors cost-share transactions and ensures that cost-sharing commitments are appropriately documented and recorded.
- Prepares and processes grant and account closing memos and coordinates award closeout activities, including final reconciliation of expenditures, outstanding commitments, invoices, receivables, and required reports.
- Provides guidance to faculty and research staff regarding University grant policies and procedures and communicates changes in sponsor or University requirements.
- Provides specialized support for the research enterprise within a department or unit, including pre- and/ or post-award administration for all sponsored activity. Serves as liaison between PIs, University administrative offices, and external agencies.
- Ensures service and communication to PIs, standardized information, best practices development, and that all faculty and research staff are aware of any new grant policies and changes.
- Performs other related work as needed.
Minimum requirements include a college or university degree in related field.
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
- Bachelor's degree in business or accounting.
- Five years of progressively responsible grant/contract and financial administration in an academic setting.
- Background with budgets, ledgers, invoices, and fiscal reporting.
- Understanding of one or more aspects of sponsored program administration in a research environment.
- Familiar with accounting systems.
- Proficiency in Oracle, Orbit Reporting, Workday, and SAP Concur (GEMS).
- Proficiency in Microsoft 365.
- Demonstrated project management, data analysis, and advanced spreadsheet skills.
- Knowledge of research methods and funding sources.
- Knowledge of federal and non-federal grant and contract regulations, policies, and procedures.
- Organization and Time Management - prioritize work effectively, manage competing deadlines, maintain accurate records, and ensure timely completion of assignments.
- Communication - demonstrate excellent oral and written communication skills.
- Attention to Detail - produce accurate, thorough, and high-quality work while maintaining organized records and processes.
- Adaptability - demonstrate flexibility and adaptability in response to changing priorities and organizational needs.
- Analytical Thinking and Problem-Solving - research issues independently, evaluate information, and propose practical solutions.
- Initiative and Continuous Improvement - proactively identify opportunities to improve processes, enhance systems, and increase efficiency.
- Judgment and Professionalism - exercise sound judgement, discretion, tact, and professionalism when handling sensitive information and complex situations.
- Leadership and Collaboration - effectively lead and guide others when appropriate while contributing as a collaborative and supportive team member.
- Hybrid schedule of campus and work-from-home days.
- Occasional evenings and weekends.
- Resume/CV (required).
- Cover Letter (required).
- Three (3) Professional References Contact Information (required).
The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
Financial Management
Individual Contributor
37.5
No
No
No
Salary
Exempt
$85,000.00 - $100,000.00
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.
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.
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.
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