Pre-Award Coordinator

uchicago; Chicago (IL); On-site; USD 36,000 - 47,000; Full time

Job summary

The University of Chicago in Chicago, IL seeks a Pre-award Coordinator to provide specialized business support for grant and contract proposals. The role covers both pre-award tasks such as preparing biosketches and budgets and post-award activities like salary allocations and compliance monitoring.

Responsibilities include ensuring timely submissions, reviewing guidelines, and coordinating financial reporting for Principal Investigators.

Qualifications

• Education: Bachelor's degree strongly preferred.
• Experience: 5-7 years in related job discipline.
• Strong writing and verbal communication skills.

Responsibilities

• Ensure timely submission of competitive and non-competitive proposals and renewals.
• Confirm applications meet agency and University guidelines and deadlines.
• Assist in pre-award activities including budgeting, compliance monitoring, salary allocations, and invoicing.
• Prepare summaries for Principal Investigators and respond to questions.
• Coordinate annual, final, and ad hoc financial requirements for grants.

Skills

Computer skills

Verbal and written communication

Organizational skills

Attention to detail

Interpersonal skills

Accounting knowledge

Financial skills

Judgment and tact

Time management

Deadline management

Knowledge of research methods

Knowledge of grant regulations

Education

Bachelor's Degree

Tools

Microsoft Word

Spreadsheet software

Job description

Department

BSD ADM - Pre Award - Coordinators

About the Department

The Biological Sciences Division Research Administration Office provides support to all research administration activities of participating units throughout the proposal and award lifecycle.

Job Summary

The job provides specialized business support for grant and contract proposals/funding within a department or unit. Pre-award activities include research, preparing applications, and reviewing proposals. Post-award activities include compliance monitoring payment processing and salary allocations.

The Pre-award Coordinator assists in pre-award activities within the BSD Research Administration Office including reviewing proposal guidelines; collecting, composing, and/or preparing administrative components of proposal submissions such as biosketches and other support; developing and submitting NIH non-competing applications/progress reports; and processing material transfer agreements and data use agreements.

Responsibilities

• Ensures timely and accurate submission of competitive and non-competitive proposals and renewals to University Research Administration.
• Ensures that all applications meet agency and University guidelines, published time tables, and deadlines.
• Assists in pre-award activities including account creation, regulatory compliance monitoring, salary allocations and effort reporting, lab order processing, invoice preparation, payment processing, cost center charges, cost transfers, summer salary processing, grant projections, grant closing processes and account closing.
• Assists in preparation of summaries for Principal investigators of grant projections and responds to questions from Principal Investigators.
• Coordinates and ensures completion of annual, final, and ad hoc financial requirements and keeps the Principal Investigator informed of progress.
• Interacts with University Research Administration, Faculty, Department Pre-Award Staff, Department Human Resources, Pre/Post Award staff in other departments and Financial Services Office personnel.
• Assists in pre-award activities including reading proposal guidelines; collecting, composing, and/or preparing administrative components of proposal submissions; preparing applications, performing funding searches, developing and preparing budgets, and monitoring regulatory compliance requirements.
• Assists in post-award activities including account creation, regulatory compliance monitoring, salary allocations and effort reporting, lab order processing, invoice preparation, payment processing, cost center charges, cost transfers, summer salary processing, grant projections, grant closing processes and account closing.
• Supports the timely and accurate submission of competitive and non-competitive proposals and renewals to University Research Administration. Checks that all applications meet agency and University guidelines, published time tables, and deadlines.
• Performs other related work as needed.

Minimum Qualifications

Education: Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience: Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications: ---

Preferred Qualifications

Education: Bachelor's Degree strongly preferred.

Experience: Previous experience in administration, accounting or grant and contracts strongly preferred.

Preferred Competencies

• Strong computer skills including word processing and spreadsheet skills.
• Excellent verbal and written communication skills.
• Strong organizational skills.
• Attention to detail.
• Strong interpersonal skills.
• Knowledge of accounting.
• Financial skills.
• Ability to exercise sound judgment, discretion, and tact.
• Strong time management skills, including ability to handle multiple, concurrent tasks.
• Ability to maintain effectiveness under deadlines.
• Knowledge of research methods and funding sources.
• Knowledge of federal and University regulations for grant management.

Working Conditions

Office environment at Donnelley Biological Sciences Learning Center.

Application Documents

• Resume (required)
• Cover Letter (preferred)

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

Hourly

FLSA Status

Non-Exempt

Pay Range

$26.44 - $33.65 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

Y