Sponsored Research Coordinator

Northwestern University; Chicago (IL); On-site; USD 57,000 - 64,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

Paid vacation

Parental leave

Tuition benefits

Job summary

The Sponsored Research Coordinator at Northwestern University’s Office Sponsored Research in Chicago oversees workflow for sponsored projects to ensure timely and compliant processes from intake to closeout. The role supports auditing requirements and coordinates with internal and external stakeholders to manage submissions, negotiations, and disposition.

Key responsibilities include intake assessment, routing actions, preparing reports (FFATA, FOIA), and monitoring performance metrics.

Qualifications

• Bachelor's degree or equivalent combinaison of education and experience is required.
• Strong verbal and written communication with a focus on clarity and professionalism.
• Demonstrated customer service orientation and ability to meet deadlines.
• Experience with research administration systems is preferred.

Responsibilities

• Intake: monitor proposals, awards, and agreements; assess completeness and compliance; route actions per office protocols.
• Closeout and reporting: complete closeout tasks, maintain accurate records, and file FFATA/FOIA reports on time.
• Performance metrics: review queues and follow up to ensure timely processing and accuracy.
• Other: identify process improvements and provide backup coverage as needed.

Skills

Communication (oral and written)

Customer service orientation

Deadline management

Team collaboration

Office software proficiency

Education

Bachelor's degree or equivalent

Tools

Huron Grants and Agreements

MyHR

PeopleSoft

eRA Commons

PAMS

Research.gov

grants.gov

Job description

Department

Office Sponsored Research

Salary/Grade

EXS/6

Job Summary

The Sponsored Research Coordinator manages seamless workflow for sponsored research activity to ensure timely and efficient business processes across the Sponsored Research (SR) office and to comply with auditing requirements for sponsored projects. Under the leadership of the Manager, SR Coordination, the Sponsored Research Coordinator is responsible for: (1) intake and assessment of proposals, awards, award modifications, contracts and subcontracts; (2) review and routing of sponsored research activities and transactions to SR staff, school, departmental and other university staff and external stakeholders or collaborators for appropriate action; (3) communication with internal and external parties in support of managing timely submissions and negotiations; and (4) closing out sponsored research transactions following submission, negotiation, execution and/or other required disposition.

The Sponsored Research Coordinator will support the OR mission and values of understanding empathy, modeling accountability, ensuring fairness, embracing community, and valuing creativity.

Note: Not all aspects of the job are covered by this job description.

Specific Responsibilities

Intake

• Monitor the research administration system and email accounts for incoming activity for the primary business process supported (such as proposals, awards, or agreements).
• Review and assess incoming requests for completeness and validate compliance requirements are present, interacting with initiators and other stakeholders as needed, within target timeframe.
• Review, route, and/or assign actions to the appropriate sponsored research unit/staff member or university school, unit or department based on established office protocols.

Closeout and reporting

• Execute closeout requirements based on the activity, including ensuring accurate transaction statuses are reflected in the research administration system and archiving relevant documentation to the appropriate repository following standard operating procedures and in compliance with audit requirements.
• Run, create, and submit reports such as Federal Financial Accountability & Transparency Act (FFATA), final invention/patent reports and Freedom of Information Act (FOIA) requests in compliance with sponsor requirements and deadlines as applicable.

Performance metrics monitoring

• Routinely review activity queues to identify and prevent inefficiencies in transaction processing and assist Sponsored Research in meeting target performance metrics.
• Conduct follow‑up as needed with relevant parties (e.g., department research administrators, external sponsor/subcontractor contacts, other Northwestern office contacts) to ensure timely processing and/or execution of proposals, agreements, and awards.

Other

• Identify and recommend process improvements and suggest or implement updates to standard operating procedures.
• Provide backup as needed for other coordinators during seasonal cycles and for out-of-office coverage, ensuring continuously smooth operations across Sponsored Research.
• Research and resolve issues as needed and/or assigned.

Miscellaneous

Perform other duties as assigned.

Minimum Qualifications

• Bachelor's degree or equivalent combination of education, training, and experience.
• Computer proficiency - software use may include Microsoft Office suite, web browsers, email, as well as enterprise systems such as Huron Grants and Agreements, MyHR, and PeopleSoft, and related sponsor systems such as eRA Commons, PAMS, Research.gov, and grants.gov.
• Communication (oral and written) proficiency - ability to communicate effectively one-to-one, in small groups, and in public speaking contexts; ability to compose concise emails and other written communications while using appropriate vocabulary and grammar.
• Strong customer service orientation.
• Meets deadlines - displays consistency and success in adhering to deadlines.

Preferred Qualifications

• Previous work experience in the administration of sponsored research at an educational institution, in the federal government, or at some other entity engaged in sponsored research.
• Knowledge of university principles, policies, and procedures related to the conduct of research.

Target hiring range for this position will be between $57,000-$64,000 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Benefits

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre‑tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness

Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities and adopt and maintain healthy lifestyles. We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development

Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non‑discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.