Pre-Award Coordinator

The University of Chicago; Chicago (IL); On-site; USD 75,651,000 - 96,421,000; Full time

Job summary

The University of Chicago is seeking a Pre-award Coordinator within the Biological Sciences Division Research Administration Office. The role provides specialized business support for grant and contract proposals, including NIH non-competing applications and budget development, in a fast-paced research environment.

Responsibilities cover pre-award activities, proposal submissions, and post-award support such as salary allocations and compliance monitoring.

Qualifications

• Education: vocational training or equivalent experience in related field (not typically required to have a four-year degree).
• Work Experience: 5-7 years of work experience in a related job discipline.
• Certifications: ---

Responsibilities

• Submit timely and accurate proposals to University Research Administration.
• Ensure applications meet agency and university guidelines, timelines, and deadlines.
• Assist in pre-award activities including account creation, compliance monitoring, salary allocations and effort reporting.
• Prepare summaries for principal investigators on grant projections and respond to questions.
• Coordinate annual, final, and ad hoc financial requirements and keep the PI informed of progress.
• Interact with multiple departments and financial services personnel.
• Read proposal guidelines and prepare administrative components and budgets.
• Support post-award activities including account creation, compliance monitoring, and cost transfers.

Skills

Strong computer skills

Verbal communication

Written communication

Organizational skills

Attention to detail

Interpersonal skills

Time management

Discretion and judgment

Ability to work under deadlines

Knowledge of research methods

Regulatory knowledge (grant management

Education

Vocational training or equivalent experience

Bachelor's degree strongly preferred

Tools

Microsoft Word

Microsoft Excel

Job description

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.

Job Family

• Financial Management
• Role Impact
• Individual Contributor
• Scheduled Weekly Hours40
• Drug Test Required
• Health Screen Required
• Motor Vehicle Record Inquiry Required

Pay Rate

• Pay Rate TypeHourly
• FLSA StatusNon-Exempt
• Pay Range$26.44 - $33.65

Benefits

• EligibleYes

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.

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.