Senior Grants and Contracts Administrator

University of Chicago; Chicago (IL); Hybrid; USD 88,000 - 110,000; Full time

Benefits offered by this job

Hybrid work schedule

Job summary

The Senior Grants & Contracts Administrator works independently to administer pre-award and post-award activities relating to grant proposals. Serves as a subject matter expert and mentors junior coordinators.

Collaborates with Principal Investigators and URA to route applications, ensure award setup, reconcile accounts, and ensure compliance with sponsor guidelines. Hybrid work schedule available.

Qualifications

• Education: college or university degree in related field.
• 5-7 years of related work experience.
• Experience in sponsored programs administration.

Responsibilities

• Manage pre-award administration, including proposal budgeting and routing via AURA.
• Manage post-award administration including account reconciliation and forecasting.
• Assist with progress reports, subcontract materials, and MTA processing.
• Ensure research compliance with URA and sponsor guidelines.
• Train and mentor junior Grants & Contracts Coordinators and Administrators.

Skills

Grant coordination

Senior grant administration

Communication & mentoring

Independent work

Education

Bachelor's degree in a related field

Tools

AURA system

URA coordination

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.

The Physical Sciences Division Local Business Center (PSD-LBC) provides grants and finance management support to faculty, researchers, and administrators for many of the organizations (departments, research centers, and institutes) within the Physical Sciences Division. Our goal is to provide high levels of service in order to advance the PSD’s mission in research and education.

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:

—

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 skills through continuous learning.
• Exercises independent judgement and work under limited guidance due to previous experience/breadth and depth of knowledge of administrative processes
• Consistently demonstrate resourcefulness in the completion of multiple projects; works independently on complex or high impact assignments which require the regular use of creativity and understanding of operational impact.

Working Conditions

• This position is eligible for a hybrid work schedule.

Application Documents

• Resume (required)
• Cover Letter (required)
• References (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

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$88,000.00 - $110,000.00

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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