Post Award Administrator
Biological Sciences Division at the University of Chicago
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Job summary
The University of Chicago’s Biological Sciences Division seeks a Post Award Administrator to support pre- and post-award activities for grant and contract funding. You will manage budgets, allocate salary, and prepare reports in a high-demand, customer-service environment.
Responsibilities include account administration, expense control, and coordination with funding agencies. Must have accounting/administration experience and strong analytical skills.
Qualifications
- Bachelor's degree or higher in accounting, business administration, or science.
- 2–5 years of work experience in related field (administrative, accounting, or grant/contract administration).
- Experience with budgets, ledgers, invoices, and fiscal reporting; familiarity with sponsored program administration.
Responsibilities
- Serve as primary account administrator for account owners.
- Create accounts and work within the Financial Accounting System.
- Monitor, authorize, and control expenses; manage deposits and invoicing.
- Maintain accounts receivable/payable data and perform reconciliations.
- Prepare grant budgets, progress reports, and audits; coordinate with departments.
Skills
Education
Tools
Job description
BSD ADM - Post Award - Team A
The Department of Medicine was the first department created when the medical school began over 110 years ago. It has evolved into the largest department not only in the medical school with over 300 full time faculty but is also the largest department in the University. The main missions of the Department of Medicine, scholarship, discovery, education and outstanding patient care, occur in a setting of multicultural and ethnic diversity. These missions are supported by exceptional faculty and trainees in the department. The Department of Medicine also takes great pride in providing unparalleled, comprehensive and innovative patient care. The Department's clinical excellence is continually recognized by the highly regarded US News and World Report. Each of the Department's sub-specialty practices are recognized as programs of national, regional, and local distinction for our novel diagnostic and therapeutic patient care offerings. The Department of Medicine has a long and proud history of research and discovery in the basic, clinical and translational sciences. Currently, the Department of Medicine is among an elite group of medical centers who are leading in the discovery and delivery of personalized medicine. Our impressive pool of talented researchers is renowned for bridging the bench to the bedside, and clinical research evaluations of new drugs and devices. The educational mission of the Department of Medicine is to train exceptional healers and the future leaders in academic medicine. The Department is home to four top residency programs (Internal Medicine, Emergency Medicine, Dermatology and Medicine-Pediatrics) and twelve fellowship programs, including seven federally-funded training grants. Diversity of house staff and faculty is a key priority in our enterprise, both to cultivate leadership from underrepresented minorities and women and to reflect the ethnic and racial makeup of the patients we serve.
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 Post-Award Administrator provides financial management in an intensive customer service environment for the Department of Medicine. This position is eligible for a flexible work arrangement.
- Serves as a primary account administrator for account owners.
- Creates accounts and works within the Financial Accounting System.
- Allocates, authorizes, monitors, and controls expenses.
- Manages check and wire-transfer deposits, and earnings invoicing for industry funded clinical trials.
- Maintains accurate accounts receivable and payable data in VETS (Visit Earnings Tracking System).
- Maintains, oversees, reconciles, and corrects errors in accounts.
- Processes clinical research and core bills for payment. Works with other administrators on the procurement process including purchasing, internal requisitioning, and personal travel reimbursements.
- Allocates and authorizes expenditures.
- May work with administrators to manage financial and administrative aspects of sponsored project proposal preparation, submission, and post-award grant administration.
- Advises and assists in most relations and communications with funding agencies, subcontractors, and others.
- Monitors expenditures on approximately 560 active individual faculty accounts.
- Proposes solutions to discovered problems and fixes according to proper policy and procedure.
- Compares actual spending to original budget and identifies any variances with particular attention being paid to faculty salary.
- Develops a working knowledge of University policies and procedures as well as a working knowledge of policies and procedures of various funding agencies.
- Creates and maintains excel spreadsheets and Access databases as necessary to track Section finances.
- Works closely with Section Administrators to effectively manage faculty accounts and ensure proper spending.
- Reviews all applications against University guidelines, in addition to drafting progress reports, non-competing applications, amendments, and budgeting. Responsible for all data entry and preparation of grant reports and trend analysis.
- 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 include a college or university degree in related field.
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
Preferred qualifications
- Bachelor's degree or higher in accounting, business administration, or science.
- Administrative, accounting, or grant and contract administration experience.
- Budgets, ledgers, invoices, and fiscal reporting.
- One or more aspects of sponsored program administration in a research environment.
- Accounting systems.
- Strong analytical and organizational skills.
- Strong interpersonal, verbal, and written communication skills.
- Work closely with senior University officials.
- Independently complete projects on time and accurately with minimal supervision.
- Flexibility and ability to work effectively under considerable time pressure.
- Work non-traditional hours.
- Resume/CV (required)
- Cover Letter (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
40
No
No
No
Salary
Exempt
$75,000.00 - $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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