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Post-Award Senior Grant Specialist, Opt-In Services

2 months ago

Chicago, Illinois, United States University of Chicago Full time
Job Summary

We are seeking a highly skilled Post-Award Senior Grant Specialist to join our Opt-In Services team at the University of Chicago. As a key member of our team, you will play a critical role in ensuring the smooth management of sponsored projects, from pre-award to post-award.

Key Responsibilities
  • Provide input to ensure consistency and equitable workloads in the management of sponsored projects.
  • Assist colleagues with staff assistance and coverage as needed, ensuring timely service to departments, units, and sponsors.
  • Develop training materials, guides, and mentorship programs to support staff development and knowledge sharing.
  • Perform additional duties, including leading summer salary allocations and chargebacks, and monitoring accounts and preparing financial reports and projections for grants and other sponsored agreements.
  • Work directly with Principal Investigators (PIs) or their delegates to facilitate management of grant activities, including expenditure and budget reviews, audit of invoices and billings, and monitoring accounts.
  • Establish account management expectations, identify deviations, resolve problems, and prepare monthly, quarterly, and yearly reports as necessary.
  • Interact with participants, external entities, sponsors, faculty, and other University of Chicago offices to gather relevant information for the operation management of the sponsored project portfolio.
  • Work with pre-award staff to follow projects from the pre-award stage to the post-award stage and assist with answering key operational questions on behalf of the PI.
  • Participate in multi-disciplinary projects related to goals of Post-Award Services in a dynamic environment.
  • Coordinate with faculty by organizing risk analysis sessions and conducting statistical analysis of data.
  • Track project timelines, ensure follow-up, and provide timely reports to PIs and sponsors with proactive support of award management.
  • Assist with technical reporting as needed, maintaining compliance for Animal and Human Subjects protocols and regulatory policies.
  • Assist central pre-award staff as needed with support in the preparation of grant proposals, including gathering and organizing necessary information from faculty across the University of Chicago and other institutions.
  • Communicate and collaborate with University departments/units, URA pre-award team, and URA post-award, technology transfer and compliance teams/units to facilitate smooth transition throughout the full life cycle.
  • Review sponsor guidelines and processes or assist with development of proposals in compliance with University and sponsor policies.
  • Coordinate and/or assist with other activities, special projects, and reports in coordination with the Assistant Director, Post-Award Opt-In Services.
  • Provide faculty and administrators with application preparation, analyzing possible solutions to problems that arise using standard procedures.
  • Review, interpret, and negotiate contract and grant terms to determine compliance and/or conflict with federal regulations and procedures.
  • Guide correspondence between the agency and University community to obtain and process necessary pre and post-award information.
  • Review and process various pre and post-award activities.
  • With limited guidance, help to obtain sponsor approvals for major changes to project work scope, etc.
  • Transmit proposals and manage post-award administration, gather and submit closeout documentation, and maintain records.
Requirements
  • Bachelor's degree in a business or liberal arts field.
  • Minimum five years of experience working with sponsored research administration in an academic environment.
  • Knowledge of Federal Circulars applicable to universities (OMB A-21, A-110, A-133 or the Uniform Guidance) or interpretation of similar regulations.
  • Background and experience with National Laboratories Preferred and with the University of Chicago systems such as AURA, Buysite, FAS, ACCTS, PETS, GEMS, and Workday.
  • Experience and advanced level proficiency working in Business Objects.
  • Rapid proficiency in the use of University of Chicago systems such as AURA, FAS, Workday, ACCTS, PETS, Buysite, GEMS, and a high level of proficiency in Excel and Business Objects.
  • Strong computer skills including word processing, database management, and spreadsheet skills.
  • Possess effective training skills.
  • Analyze, interpret, and implement financial data, sponsored guidance, and University policy and procedures.
Preferred Qualifications
  • Analytical, proactive, solution-oriented, possess exceptional communication skills (oral & written) and self-motivated.
  • Exercise sound judgment in prioritizing tasks.
  • Learn new skills, take on new challenges, and ability to effectively interact and collaborate with all levels of University administrators and faculty members.
  • Customer service is a high priority of the office with a demeanor of civility and professionalism at all times.
  • Excellent planning, problem-solving, organizational, project management, and customer services skills.
  • Develop and manage interpersonal relationships.
  • Make decisions independently that will have downstream impacts on the management of sponsored projects.
  • Manage detail-oriented workload, to organize and prioritize workload during high-pressure, high-volume workload periods, and to manage stress.
  • Exercise sound judgment, absolute discretion regarding confidential matters, discretion, and tact.
  • Handle multiple, concurrent tasks.
Working Conditions
  • Interact by phone, email, or in person with faculty and administrative staff at the University and occasionally with staff of federal government, non-federal sponsors, and other institutions and organizations.
  • Sit for 4 hours or more.
  • Use computers extensively for 4 hours or more.
  • Travel to various on-campus locations on a daily basis.
  • Use standard office equipment.
  • Occasional travel.