Pre-Award Coordinator

Biological Sciences Division at the University of Chicago; Chicago (IL); On-site; USD 36,000 - 47,000; Full time

Job summary

The Biological Sciences Division Research Administration Office at the University of Chicago seeks a Pre-award Coordinator to support proposal submissions and grant management across laboratories within the BSD. You will assist in preparing administrative components of proposals, budgets, and progress reports while ensuring compliance with NIH guidelines and university policies.

This role requires strong communication, organization, and accounting acumen to support PI teams effectively.

Qualifications

• Bachelor’s Degree strongly preferred.
• Experience in administration, accounting or grant and contracts preferred.
• Strong computer skills including word processing and spreadsheets.
• 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 tasks.
• Ability to maintain effectiveness under deadlines.
• Knowledge of research methods and funding sources.
• Knowledge of federal and University regulations for grant management.

Responsibilities

• Ensures timely and accurate submission of proposals and renewals to University Research Administration.
• Ensures applications meet agency and University guidelines, published time tables, and deadlines.
• Assists in pre-award activities including salary allocations and effort reporting.
• Prepares budgets and reviews proposals per guidelines.
• Coordinates completion of financial requirements and informs Principal Investigators of progress.
• Interacts with various departments and personnel involved in research administration.
• Performs other related work as needed.

Skills

Communication skills

Organizational skills

Attention to detail

Interpersonal skills

Accounting knowledge

Financial skills

Judgment and discretion

Time management

Deadline oriented

Knowledge of funding sources

Grant management regulations

Education

Vocational training or equivalent experience

Bachelor’s Degree strongly preferred

Job description

About The Department

BSD ADM - Pre Award - Coordinators

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

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.

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

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.

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.

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