1) The Assistant Director, Post-Award Opt-In Services is responsible for leadership and oversight of the Post-Award Services, Grants Specialists.Â
2) The Post-Award Opt-In Services team is responsible for the management of day to day sponsored program activities for an assigned portfolio of faculty researchers.Â
3) This position provides oversight for the management of the Post-Award Opt-In Services team to ensure consistency, equitable workloads, and assistance as needed; acts as a key member of a management team within URA.Â
4) Incumbents are expected to review Sponsor guidelines and process or assist with development of proposals in compliance with University and sponsor policies, and assist with other grant and contract activity.
5) Provide leadership and oversight of post-award management functions such as expenditure and budget reviews, audit of invoices and billings, monitoring accounts and preparing financial reports and projections for grants and other sponsored agreements.Â
6) Assist with the development of processes and setting expectations that meet and exceed faculty expectations for services provided.
7) Mentor and train administrative staff on all aspects of post-award management; provides daily guidance to staff on operational issues; supervise professional staff members, including hiring/firing, training, conducting annual performance evaluations, and recommending salary increases.Â
8) Provide leadership while ensuring that a high level of service support is provided directly to faculty; make decisions independently; optimize staff skills and organizational structure; and responsible for staff development and continuing education within the Post-Award Services Team.Â
9) Ensure follow-up, and delivery of timely reports to PIs and sponsors through proactive support of award management; work with faculty and administration from multiple universities, organize projects and execute them independently.Â
10) Work with faculty to develop plan for account management; assist with technical reporting as needed.Â
11) Assist with maintaining compliance for Animal and Human Subjects protocols and regulatory policies by being aware of and advising others of policy and procedures, and by facilitating any tracking or training requirements.Â
12) 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, writing and coordinating letters of support, and providing other information as required.
13) Communicate and collaborate with university departments/units, URA pre-award team and URA/SAA post-award, technology transfer and compliance teams/units to facilitate smooth transition throughout the full life cycle.
14) Update AURA as necessary when applications/proposals are not funded, withdrawn or not routed. Â
15) This individual is a member of a Team and must contribute to the team effort, as needed; this involves assisting colleagues to ensure timely service to departments, units, and sponsors, as needed and to perform back-up duties during staff vacations or sick leaves.
16) The position requires direct contact with professional staff at the federal government, with non-federal sponsors, corporate sponsors, with other institutions, and with faculty and administrative staff at the University.Â Â Â
1) Ability to analyze, interpret and implement University policy and procedures and sponsor guidelines and regulations to ensure accurate response.
2) Maintain excellent communication skills (oral & written), planning, problem-solving, organizational, project management and customer services skills.
3) Rapid proficiency in University of Chicago systems such as AURA, FAS, Workday, PETS, GEMS, and a high level of proficiency in Excel.Â
4) Self-motivated and have the ability to exercise sound judgement in prioritizing tasks.Â
5) Willingness to learn new skills, take on new challenges, and the ability to effectively interact and collaborate with all levels of university administrators and faculty members.Â
6) Work with minimal supervision and interact with faculty and administrators from different institutions and outside entities to make independent decisions.Â
7) Work with various sponsor electronic systems.
8) Strong computer skills including word processing, database management and spreadsheet skills.
9) Customer service is a high priority of the office and civility and professionalism are required at all times.
Working Conditions and Physical Requirements
1) Make decisions independently that will have downstream impacts on the management of sponsored projects.
2) Manage detail-oriented workload, to organize and prioritize workload during high-pressure, high-volume workload periods and to manage stress.
5) 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.
1) Sit for 4 hours or more.
2) Use computers extensively for 4 hours or more.
3) Travel to various on-campus locations on a daily basis.
4) Use standard office equipment.
5) Occasional travel.
1) Bachelor's degree in a business or Liberal Arts field.
1) A minimum three years of experience working with sponsored research administration in an academic environment.
Technical Knowledge and Skills
1) Relevant experience interpreting sponsored research grants and contracts, and working with budgets, ledgers, invoices.
2) Fiscal reporting Knowledge of Federal Circulars applicable to universities (OMB A-21, A-110, A-133 or the Uniform Guidance) or interpretation of similar regulations.
3) Experience with the University of Chicago systems such as AURA, FAS, ACCTS/PETS, Business Objects and Workday.
4) High level of proficiency with Excel.
5) Knowledge of and experience with National Laboratories.
2) Cover Letter
3) Reference Contact Information
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
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Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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