Pre-Award Administrator

Base pay range

$75,000.00/yr - $/yr

BSD ADM - Pre Award - Team C

The University of Chicago is an intellectual community and a globally renowned research institution dedicated to fostering innovative and impactful research in various domains, including the Biological Sciences. The Biological Sciences Division is at the forefront of cutting‑edge research and the Research Administration Office plays a pivotal role in supporting and facilitating the faculty who conduct research.

This role provides professional support for pre‑award and/or post‑award activities relating to grant and contract proposals and funding within a department or unit. Pre‑award activities include research, preparing applications, and editing proposals. Post‑award activities include compliance monitoring, payment processing, and salary allocations. Performs work with moderate guidance and utilizes knowledge of University and business drivers.

• Works directly with the faculty and research staff to seek new avenues for funding and new grant opportunities.
• Ensures that notices of relevant new funding opportunities for research programs are brought to the attention of the faculty.
• Gathers needed documentation and manages the execution of subawards, sponsored consulting agreements, and subaward amendments.
• Works with a broad array of sponsors, interpreting regulations and guidelines of multiple program funding with broad and complex guidelines for spending.
• Ensures all applications meet agency and University guidelines.
• Works directly with the PI to develop proposal budgets, in accordance with the needs of the research plan and agency and institutional requirements.
• Timely submits applications and renewal/continual amendments; ensures timely submission of technical reports, just‑in‑time submissions, no‑cost extensions and agency required re‑budgeting.
• Coordinates with other departments/units/division regarding multi‑investigator grant submissions.
• Works closely with post‑award staff, if separate, to transition grant administration upon award, including updating proposed budget to match notice of grant award.
• Interacts with University Research Administration, faculty, postdocs, and pre/post‑award colleagues from other departments and sections, and Financial Services Office personnel.
• The individual is a member of a team and must contribute to the team effort, as needed, which involves assisting colleagues to ensure timely service to Pls and sponsors as needed and to perform back‑up duties during vacation or sick leaves of other award team staff.
• 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 requirements include a college or university degree in related field. Bachelor's degree in related field.

Minimum requirements include knowledge and skills developed through 2‑5 years of work experience in a related job discipline.

• Progressively responsible grant/contract and financial administration in an academic setting.
• Budgets, ledgers, invoices, and fiscal reporting experience.
• Background in one or more aspects of sponsored program administration in a research environment.
• Familiar with accounting systems.

• Computer skills including word processing, database management, and spreadsheet skills.
• Knowledge of federal and non‑federal grant and contract policies.
• Knowledge of research methods and funding sources.

• Excellent oral and written communication skills.
• Attention to detail.
• Flexible and adaptable work style.
• Strong…