Sponsored Program Specialist

University of Chicago; Chicago (IL); On-site; USD 50,000 - 80,000; Full time

Job summary

An established industry player is seeking a Sponsored Program Specialist to manage post-award grant activities. This role involves overseeing financial management of research funding, facilitating grant management, and ensuring compliance with federal regulations. The ideal candidate will have a strong background in sponsored research administration, excellent communication skills, and the ability to manage multiple tasks effectively. Join this dynamic team and contribute to impactful research projects while enjoying a collaborative and supportive work environment.

Qualifications

• 2-5 years of experience in sponsored research administration.
• Ability to interpret sponsor guidelines and ensure compliance.

Responsibilities

• Facilitate grant management with PIs, including financial reporting.
• Prepare periodic financial reports and assist in project activities.
• Train personnel on research administration policies.

Skills

Sponsored Research Administration

Financial Management

Communication Skills

Data Analysis

Excel Proficiency

Education

Bachelor's Degree in Business or Liberal Arts

College or University Degree in a Related Field

Tools

AURA

FAS

ACCTS/PETS

Business Objects

Job description

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About The Department

Department: Provost URA: Opt-In Post-Award Services

University Research Administration (URA) reviews and endorses proposals to external sponsors, ensuring compliance with policies and sponsor terms. URA handles negotiations and acceptance of financial support, contracts, grants, and agreements, including material transfer agreements and clinical trials.

Job Summary

URA Sponsored Development Services (SDS) supports proposal development, pre-proposals, LOIs, JIT requests, and navigating sponsor policies. URA Sponsored Program Services (SPS) provides post-award support, managing administrative and financial aspects of faculty research portfolios, allowing faculty to focus on research content.

The Sponsored Program Specialist manages all duties of a departmental post-award grant specialist, overseeing day-to-day sponsored program activities, primarily financial management of research funding, with minimal supervision, interacting with faculty and external entities, and analyzing financial data and sponsor guidelines.

Responsibilities

1. Facilitate grant management with PIs, including expenditure reviews, invoice audits, account monitoring, and financial reporting.
2. Notify PIs of fund availability, assist in financial and project activities, and implement fiscal reporting.
3. Prepare periodic financial reports.
4. Coordinate with participants, sponsors, faculty, and university offices to manage project operations.
5. Train personnel on research administration policies.
6. Work with pre-award staff to support project lifecycle from proposal to award.
7. Address operational questions on behalf of PIs.
8. Participate in multidisciplinary projects related to post-award services.
9. Make independent decisions with minimal supervision.
10. Organize risk analysis sessions and conduct data analysis in collaboration with faculty.
11. Track project timelines, ensure follow-up, and provide reports to PIs and sponsors.
12. Collaborate with faculty and administration across universities, develop account management plans, and assist with technical reporting.
13. Maintain compliance with Animal and Human Subjects protocols and regulatory policies.
14. Support pre-award proposal preparation by gathering information, writing support letters, and coordinating submissions.
15. Communicate with university departments and external entities to ensure smooth project transitions.
16. Update AURA regarding funding status.
17. Assist faculty and administrators with application preparation, review, and contract negotiations.
18. Maintain correspondence with agencies and process pre- and post-award activities.
19. Perform other related duties as needed.

Minimum Qualifications

College or university degree in a related field.

Work Experience

2-5 years of relevant experience in sponsored research administration.

Preferred Qualifications

• Bachelor's degree in business or liberal arts.
• At least three years of experience in sponsored research administration in academia.
• Knowledge of federal regulations (OMB Circulars, Uniform Guidance).
• Experience with University of Chicago systems (AURA, FAS, ACCTS/PETS, Business Objects).
• Proficiency in Excel and other office software.
• Ability to interpret sponsor guidelines and ensure compliance.

Preferred Competencies

• Excellent customer service and communication skills.
• Strong interpersonal, negotiation, and decision-making skills.
• Ability to manage multiple tasks under pressure with discretion.

Working Conditions

• Sitting and extensive computer use.
• Travel to on-campus locations.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)
• References (3, preferred)

Upload documents via the 'My Experience' section of the application.