Pre-Award Coordinator

University of Chicago; United States; On-site; USD 36,000 - 46,000; Full time

Job summary

The University of Chicago is seeking a Pre-Award Coordinator within the BSD ADM Research Administration Office to support grant and contract proposals through the lifecycle. You will review guidelines, assemble administrative submission components, and help develop NIH non-competing applications and data use/ material transfer agreements.

Responsibilities include timely submission, compliance checks, budget development, and coordination with PI teams and university offices.

Qualifications

• Education: vocational training or equivalent experience; four-year degree not required.
• Work Experience: 5-7 years in a related job discipline.
• Certifications: ---

Responsibilities

• Ensure timely submission of competitive and non-competitive proposals and renewals.
• Ensure applications meet guidelines, time tables, 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 PI informed of progress.
• Interact with University Research Administration, Faculty, and other departments.
• Assist in reading proposal guidelines and preparing administrative components of submissions; prepare budgets and monitor compliance.
• Assist in post-award activities including account creation, compliance monitoring, salary allocations, and grant processing.
• Support timely submission of proposals to University Research Administration.
• Check that all applications meet guidelines and deadlines.
• Perform other related work as needed.

Skills

Attention to detail

Organizational skills

Verbal communication

Written communication

Discretion and tact

Time management

Knowledge of accounting

Grant management knowledge

Education

Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

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. When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

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

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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About the University

The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world. We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government. To learn more about the university click here