Pre-Award Administrator

University of Chicago; Chicago (IL); On-site; USD 75,000 - 100,000; Full time

Job summary

The University of Chicago is seeking a Pre-Award Administrator to provide professional support for grant and contract proposals within the BSD ADM - Pre Award - Team A.

The role involves pre-award activities, proposal preparation, and compliance monitoring with moderate guidance to help initiate research funding for faculty in the Department of Medicine.

Responsibilities include budgeting, data entry, and coordinating with sponsors and auditors to ensure timely, accurate grant administration.

Qualifications

• Bachelor's degree required.
• Minimum 2–5 years of related grant/contract administration experience.
• Familiarity with budgets, ledgers, invoices, and fiscal reporting.

Responsibilities

• Identify, prepare, and submit grant applications to federal/private sources.
• Assist in timely submission of annual reports and continuation applications.
• Serve as resource to department administrators and post-award accounts to ensure spending aligns with terms.
• Attend grants management meetings and liaise with internal/external sponsors.
• Draft proposal budgets in collaboration with sponsors with moderate guidance.
• Prepare summaries of grants and effort allocations for investigators.
• Coordinate with departments for multi-investigator grants and audits.

Skills

Attention to detail

Strong organizational skills

Excellent written communication

Time management

Education

Bachelor's degree

Tools

MS Office

Job description

Department

BSD ADM - Pre Award - Team A

About The Department

The University of Chicago is an intellectual community and a globally renowned research institution dedicated to fostering innovative and impactful research in various domains, including the Biological Sciences. The Biological Sciences Division is at the forefront of cutting-edge research and the Research Administration Office (RAO) plays a pivotal role in supporting and facilitating the faculty who conduct research.

Job Summary

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 Pre-Award Administrator will facilitate the development and initiation of research grants and contracts for faculty in the Department of Medicine.

Responsibilities

• Works with faculty and staff to identify, prepare, and submit grant applications to federal and private sources and secure sponsored funding from federal and local granting agencies as well as foundations.
• Assists in the timely submission of required annual reports and continuation applications.
• Serves as a resource to Section administrators and post-award account administrator to ensure that award activities and spending adheres to award terms and conditions.
• Attends institutional meetings that focus on grants management and establishes and maintains appropriate working relationships with both internal and external agencies.
• Seeks new avenues for funding and grant opportunities and ensures that notices of relevant opportunities are brought to faculty attention. Works with sponsors to draft proposal budgets in accordance with University needs, with a moderate level of guidance and direction.
• 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.
• 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.
• Performs other related work as needed.

Education:

Minimum Qualifications

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

Preferred Qualifications

Education:

• Bachelor's degree.

Experience:

• Five years of progressively responsible grant/contract and financial administration in an academic setting.
• Experience with budgets, ledgers, invoices, and fiscal reporting.
• Experience in one or more aspects of sponsored program administration in a research environment.
• Experience with accounting systems.

Preferred Competencies

• Computer skills including word processing, database management, and spreadsheet skills.
• Knowledge of federal and non-federal grant and contract policies.
• Excellent oral and written communication skills.
• Attention to detail.
• Flexible and adaptable work style.
• Strong organizational skills.
• Ability to research issues and propose solutions.
• Demonstrated initiative in improving processes and enhancing systems.
• Ability to exercise sound judgment, discretion, and tact.
• Excellent independent time management skills along with the ability to handle multiple and concurrent tasks and deadlines.
• Ability to interact with others using tact and diplomacy.
• Knowledge of research methods and funding sources.

Working Conditions

• Ability to sit for 2 to 4 hours.
• Office environment.

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

Job Family

Financial Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$75,000.00 - $100,000.00

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.

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.