Grant & Contract Administrator

4 weeks ago

Chicago, United States The University of Chicago Full time

Department

UL Crime Ed Lab

About the Department

Who We Are: In cities across the country, people face high rates of gun violence, under-resourced schools, and social harms associated with the criminal justice system - all of which disproportionately impact people of color. These inequalities have profound consequences on public safety and opportunity. As a society we have failed to address these challenges, in part, because of our lack of understanding of the most effective and cost-effective solutions that can have a real impact on people’s lives. We believe that rigorous research can help.

Job Summary

The Grant & Contract Administrator is responsible for all financial and non-financial post-award activities for all sponsored projects at the Crime Lab and Education Lab. Identifies and remediates deviations from established account management expectations. This person works with a diverse team of Principal Investigators, Research Directors, staff and partners involved in the administration of grants and contracts. Develops and implements efficient and effective processes related to post-award grant administration. This position reports to the Finance Director and works closely with the Sponsored Research Manager and Chief Operating Officer.

**Responsibilities**:
- Maintains accounts including oversight, reconciliation, error correction, invoicing and account receivable balances. Prepares re-budgets and no cost extension requests.- Prepares detailed expense budgets based on awarded funds from the agency.- Allocates, authorizes, monitors, and controls expenses.- Understands regulations and guidelines related to various awarding agencies.- Ensures all required post award documents and reports are filed on a timely basis.- In coordination with the Finance Director, develops, implements, and maintains internal financial control systems to ensure compliance with relevant sponsored research policies and with all IRS, legal, and regulatory requirements.- Analyzes industry trends and stays current with agency and regulatory changes.- Monitors Department compliance with relevant University and Department policies and procedures and recommends corrective action and process improvements as needed.- Develops and conducts post-award administration trainings for staff as needed.- Reviews budgets and maintains staff allocation database to ensure compliance with payroll. Enters payroll allocations into UChicago Workday HRIS System.- Works with other administrators to manage financial and administrative aspects of sponsored project proposal preparation, submission, and post-award grant administration.- Advises and assists in most relations and communications with funding agencies, subcontractors, and others.- May work with other administrators on the procurement process including purchasing, internal requisitioning, and personal and travel reimbursements.- Proposes solutions to discovered problems and resolves issue according to proper policy and procedure.- Compares actual spending to original budget and identifies any variances.- Serves as a primary account administrator for account owners.- Develops a working knowledge of University policies and procedures as well as a working knowledge of policies and procedures of various funding agencies.- Handles straightforward post-award activities including account creations, regulatory and compliance monitoring, salary allocations, effort reporting, grant projections, cost allocations, cost center charges, equipment inventory, invoice preparation, grant closing process, and account closing.- Prepares summaries of grants and effort allocations for Principal Investigators, meets with them and responds to their questions. Coordinates with other departments/units/divisions regarding multi investigator grants. Serves as department contact for annual audits and agency site visits.- 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 2-5 years of work experience in a related job discipline.
- Certifications:

- Preferred Qualifications

**Experience**:
- Knowledge and skills developed through 2+ years of work experience in a related field of sponsored research and compliance administration.- Submitting grant proposals to a variety of sponsors including federal agencies, private foundations, and state/local governments.- Budget planning and forecasting, ledgers, invoices, and fiscal reporting.- Background working in a higher education or non-profit environment.- Managing post-award activities, especially projects that are funded by multiple sponsors.

Certifications:
- Certified Research Administrator (CRA) certification.

Technical Skills or Knowledge:
- Financial and accounting systems such as Workday or Oracle/Peoplesoft.- Proficient with Microsoft Word and Excel, advanced Excel skills.

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