Senior Grants and Contracts Administrator

uchicago; Chicago (IL); On-site; USD 95,000 - 125,000; Full time

Job summary

The University of Chicago's PSD Local Business Center: Astro Plus is seeking a Senior Grants & Contracts Administrator to manage pre-award and post-award activities for research grants and contracts within the department. This role acts as a subject matter expert and mentors junior grants & contracts staff while ensuring compliance with sponsor guidelines and institutional policies.

The position requires strong accounting, budgeting, and communications skills to coordinate with PIs, URA, and

Qualifications

• Senior-level experience in pre-award and post-award administration.
• Experience with sponsor guidelines and university policies.

Responsibilities

• Administers pre-award activities including proposal budgeting and routing through the university system.
• Manages post-award activities such as account reconciliation, expenditure forecasting, and progress reports.
• Mentors and trains junior Grants & Contracts Coordinators and Administrators.

Skills

Pre-award administration

Post-award administration

Contract administration

Education

Bachelor's degree

Job description

Department

PSD Local Business Center: Astro Plus

About the Department

The Physical Sciences Division (PSD) has a rich history of advancing and defining new fields of discovery in the physical sciences and mathematics, and this tradition of innovation continues today. Our inquiry and impact spans from the edge of the observable universe to human-computer interaction, from biophysical materials science to the geologic record of seawater composition, from gravitational waves to geometric flows, and beyond.

Job Summary

The Senior Grants & Contracts Administrator works independently to administer pre-award and/or post-award activities relating to grant and contract proposals/funding within a department or unit. Serves as a subject matter expert and provides mentoring and training for less experienced grant coordinators and administrators.

Responsibilities

• Working with Principal Investigators, faculty and academics, manages all aspects of their portfolios regarding Pre-Award administration, which includes proposal preparation, proposal budgeting, routing applications through AURA the University system of record for all grant/contract proposals and awards. Works with University Research Administration (URA) to ensure awards have been accepted/negotiated and set up in our financial system.
• Manages all aspects of Post-Award administration for portfolios, which includes account reconciliation, expenditure forecasting, and meeting with faculty to discuss account expenses. Assists with annual progress reports, annual effort reports and processes closeout.Submits subcontract materials when needed to URA to ensure sub agreements are issued. Assists with the processing or Material Transfer Agreements (MTA's), when needed.
• Acquires IDC cost and cost share waivers when needed. Works with URA to ensure research compliance is in place for IBC, IACUC, IRB, COI, export controls, and foreign influence.
• Approves all transactions charged to restricted and unrestricted accounts so that expenditures are in agreement with account budgets. Composes payroll and expenditure transfers, monitors invoicing and payments on awards, approves GEMS charges and Purchase Order.
• Along with Grants and Contracts Manager, trains, onboards, provides guidance and serves as an informational resource to junior Grants & Contracts Coordinators and Administrators for both the pre-award and post-award.
• Oversees gift and endowment accounts, departmental operating accounts and faculty unrestricted research accounts.
• Provides specialized support for the research enterprise within a department or unit, including pre- and/ or post-award administration for all sponsored activity. Serves as liaison between PIs, University administrative offices, and external agencies.
• Ensures service and communication to PIs, standardized information, best practices development, and that all faculty and research staff are aware of any new grant policies and changes.
• Analyzes industry trends and remains current with agency and regulatory changes. Monitors department/ unit compliance with University, Divisional and Department policies and procedures and implements corrective actions for issues identified.
• Performs other related work as needed.

Minimum Qualifications

Education:

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

Work Experience:

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

Certifications:

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Preferred Qualifications

Experience:

• Progressively responsible work experience in sponsored programs administration.
• Senior-level skills in pre-award, post-award, and contract administration.
• Experiences within research-intensive environments and supporting highly productive and motivated research faculty and staff, on an academic research institution, research foundation, or industry / corporate research setting.

Preferred Competencies

• Ability to work independently and as a member of a cohesive team.
• Deep knowledge of sponsor agency guidelines (Federal, non-Federal, and other) along with policies related to proposals and awards.
• Ability to confidently interact with corporate and industry sponsors - faithfully representing the needs of the University and its research faculty.
• Comfortable with deadline-driven work tasks and the capacity to get things achieved through others.
• Strong communication skills with a high degree of "emotional-intelligence" and a skillful negotiator.
• Ability to translate complex work issues into understandable and actionable plans toward resolution.
• Ability to refine ski