Grants and Contracts Administrator

Overview

Department
SSD: Economics - Staff and Temporary Employees

About the Department

For over a century, the Kenneth C. Griffin Department of Economics has been recognized as one of the world's leading centers for economic research and education. The Department's faculty have received numerous awards, including more Nobel Prize laureates and John Bates Clark medalists in economics than any other university. Among our faculty are many members of the National Academy of Sciences, the American Academy of Arts and Sciences, and the Econometric Society.

Job Summary

The job provides pre- and post-award research administration relating to grant proposals and contracts for the Kenneth C. Griffin Department of Economics. Pre-award activities include notifying faculty of upcoming Requests For Proposals, assisting with proposal preparation and submission, just-in-time requests and reviews new awards. Post-award activities include account creations, regulatory and compliance monitoring, salary allocations, effort reporting, procurement, grant projections, cost allocations, invoice preparation, grant closing processing, and account closing. Administrative duties include serving as the GEMS and EPayment departmental representative and serving as account administrator for faculty accounts.

Responsibilities

• Responsible for preparing, reviewing, and submitting proposals for support of research, training, and other sponsored activities for the Kenneth C. Griffin Department of Economics.
• Notifies faculty of upcoming Requests for Proposals.
• Advises the PI on administrative requirements in preparing proposal submissions and on budget adjustments and revisions to meet the sponsor requirements.
• Prepares draft proposal budgets and budget justifications.
• Coordinates and reviews proposal components for consistency, accuracy and completeness.
• Monitors and facilitates proposal process through the routing process in compliance with University procedures and institutional signatures and meets all Agency submission deadlines.
• Coordinates with other departments/units/divisions regarding multi-investigator grants.
• Manages the execution of Subawards, Sponsored Consulting Agreements, and Subaward Amendments by coordinating with sub-award administrators to assist with preparation of financial materials for all major grant-related activities.
• Post award activities includes account creation, regulatory and compliance monitoring, processing summer salary, effort reporting, grant projections, cost allocations, invoice preparation, cost and payroll transfers, processing grant and account closing, timely submission of progress reports (RPPRs), no-cost extension requests; obtaining sponsor approvals for major changes to project work scope or major changes to anticipated expenditures, etc.
• Monitors spending on all federal, non-federal, and internal grant accounts for allowability, allocability, reasonableness and consistency of treatment.
• Analyzes monthly financial Business Objects reports and ledgers for accuracy, recommends and initiates action to correct discrepancies and follow-up until resolved.
• Serves as the GEMS and EPayment departmental representative.Audits GEMS and Epayment reports and approves Buysite reports.
• Serves as a subject matter expert and provides training and guidance to faculty, staff, and postdocs as necessary.
• 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.

Preferred Qualifications

Education:

• Bachelor's degree or higher in accounting, business administration, or relevant field.

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.   

Technical Skills or Knowledge

• Working knowledge and experience with Microsoft Office, Zoom, or similar software.
• Familiarity with university purchasing systems.

Preferred Competencies

• Deep knowledge of sponsor agency guidelines (Federal, non-Federal, and other) along with policies related to proposals and awards.
• Confidently interact with corporate and industry sponsors – faithfully representing the needs of the University and its research faculty.
• Comfortable with deadline-driven work tasks.
• Strong communication skills.
• Strong project management skills.
• Translate complex work issues into understandable and actionable plans toward resolution.
• 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.

Application Documents

• Resume/CV (required)
• Cover Letter (required)

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

FLSA Status: Exempt

Pay Frequency: Monthly

Scheduled Weekly Hours: 37.5

Benefits Eligible: Yes

COVID-19 Vaccination or Approved Medical or Religious Exemption Required: Yes

Drug Test Required: No

Health Screen Required: No

Motor Vehicle Record Inquiry Required: No

Posting Statement

Effective October 15, 2021, the University of Chicago requires COVID vaccination for all students, faculty, and staff members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons.

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff 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.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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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