Location: Chicago, IL
Job Description:
Acts as a lead team member throughout the research administration life-cycles as needed on various teams within URA. Prioritizes work in order to complete assignments on a timely basis. Partners with URA colleagues and business units/departments regarding all activities associated with research administration in a timely and fiscally responsible manner. Gains and maintains thorough understanding of University and sponsor. Provides input to ensure consistency and equitable workloads, and provides staff assistance and coverage as needed as activity grows. Distributes awards through the AURA grants management system, establishes accounts in the financial system and updates records as necessary. Processes all Award Modification Requests (AMRs) and continuations (MODs) in AURA. Directs preparation of, monitors and approves sponsor-required fiscal and administrative reports. Prepares and/or reviews billing reports and requests invoices as appropriate. Completes/reviews and approves back-up documentation as necessary prior to submission of reports. Reviews and approves cost transfers. Partners with business units/departments to monitor post-award activities (grants management), such as submitting progress reports (RPPRs); requests for no-cost extensions; obtaining sponsor approvals for major changes to project workscope or major changes to anticipated expenditures, etc. Updates budgets in AURA based on awarded amounts and works directly with academic departments for necessary budget revisions, creates accounts in ACCTS and FAS, intakes and processes all amendments and modifications. Manages all close-out activities for sponsored projects, coordinating efforts between the PI, department/unit, and sponsor. Manages and/or coordinates project transfers and closeouts when a faculty member leaves the University. Communicates and collaborates with University departments/units to facilitate smooth transition throughout the full life cycle. Reviews a sponsored award agreement; determines the type of award, payment terms, reporting requirements, budget limitations; and establishes/closeout accordingly per University and sponsor guidelines. Interprets sponsor policy, procedures and guidelines to advise faculty, staff, and students accordingly. Escalates issues as necessary within the office of University Research Administration. Maintains appropriate data entry into institutional database for all proposals and account creations and modifications, ensuring data quality and documentation of any institutional risk. Drafts or revises SOPs, tools, and other guidance documents. Continuously seeks to improve URA processes for sponsored projects. Manages audits, fiscal reviews, and desk review requests from sponsors. Assists University leadership in single audit completion and reporting. Responds to requests for financial management and internal controls information and provides support documentation for sponsored award transactions. Completes financial certification and verification forms. Tracks sponsor and audit requests, as well as maintains request documentation and digital records. Serves as a resource or team lead in relation to compliance and quality management initiatives. Responds to questions about financial compliance and certification concerns. Participates in institutional training as requested by URA Leadership. Guides correspondence between the agency and University community to obtain and process necessary pre and post-award information. Reviews and processes various pre and post-award activities. With limited guidance, helps to obtain sponsor approvals for major changes to project work scope, etc. Transmits proposals and manages post award administration, gathers and submits closeout documentation, and maintains records. Ensures completeness and accuracy and coordinates any internal controls prior to the submission of documents to awarding agency. Performs other related work as needed. Preferred Qualifications
Experience:
Background in a related job discipline, such as research administration, pre-award and post-award management. Participation interpreting sponsored research grants and contracts, and working with budgets, ledgers, invoices and fiscal reporting strongly preferred. Technical Skills or Knowledge:
Knowledge of the Uniform Guidance or interpretation of similar regulations strongly preferred. Rapid proficiency in the use of University of Chicago systems such as Huron Research Suite, Oracle, Workday, GEMS, and a high level of proficiency in Excel. Strong computer skills including word processing, database management and spreadsheet skills. Microsoft Office suite and Adobe Suite highly desired. Preferred Competencies
Possess effective training skills. Work independently with a high degree of initiative, curiosity and minimal supervision. Prioritize across responsibilities, manage varied commitments, competing deadlines, and shifting priorities. Learn new skills, take on new challenges, and effectively interact and collaborate with all levels of university administrators and faculty members. Proactive and solution-oriented, with exceptional communication; written, verbal and analytical skills necessary to review and negotiate a sponsored award agreement and establish accordingly per departmental and agencies guidelines. Outstanding attention to detail and organizational skills. Good negotiation skills. Work with various sponsor electronic systems. Interpret sponsor guidelines and regulations to ensure accurate response. Work independently with a high degree of initiative. Direct contact with faculty and administrative staff at the University, and close collaboration with all staff within the office of University Research Administration (URA). Excellent planning, problem-solving, organizational, project management and customer services skills. Customer service is a high priority of the office and civility and professionalism at all times. Exercise absolute discretion regarding confidential matters. Work effectively and collegially with little supervision or as member of a team. Make decisions independently that will have downstream impacts on the management of sponsored projects. Work on multiple projects simultaneously, set priorities, and meet deadlines. Manage detail-oriented workload, to organize and prioritize during high-pressure, high-volume periods and manage stress. Exercise sound judgment and absolute discretion regarding confidential matters with tact. 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. Review and process information within a computerized web system throughout most of the work-day. Use standard office equipment. Application Documents
Resume/CV (required) Cover Letter (preferred) References Contact Information (3)(preferred) 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.
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