The Pre-Award Research Administrator is responsible for preparing, reviewing and coordinating proposals for support of research, training, and other sponsored activities at the University of Chicago.Â External funding to the University that is managed by University Research Administration includes all submissions involving federal grants, cooperative agreements and contracts; all submissions to domestic and foreign non-profit entities; all submission to corporate sponsors (for-profit sponsors), State of Illinois, and City of Chicago agreements; and all submissions for federal flow-through subawards to the University that are passed through from all other sponsors. 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
1) This position is responsible for supporting the pre-award activities for all sponsored projects for the University departments and units as assigned or directed.Â
2) Provide review and approval of all proposal submissions prepared by departmental and unit personnel and routed through the AURA system for institutional approval.Â
3) As assigned or requested, the individual will also prepare the full administrative portions of a proposal for designated departments and units that require or request professional assistance in the development of a proposal application.Â
4) Provide additional support for large, complex proposals to any department or unit to increase consistency and expertise in the application process.
5) Provide pre-award proposal review for assigned campus units; review applications to ensure - compliance with agency and institutional guidelines, regulations and policies.Â
6) Provide written comments on applications in AURA and coordinate with local units and PI for timely and accurate submission of applications; read and interpret agency guidelines and policies. Inform related office as needed for input.Â
7) Coordinate contact with external funding sources, acting as a liaison between the sponsoring agency and the University community to obtain and process pre-award application information.
8) Review and provide institutional endorsements for all proposal/applications, modifications or file updates (Just-in Time) including revised budgets, regulatory protocol approvals, subaward commitments, determination of subaward vs vendor documentation and any other documentation materials requested of the agency prior to an award.Â
9) Coordinate with Award team counterpart at the transition from proposal to award to ensure a timely and smooth hand-off; exercise final institutional authority for proposals and JITs submitted (up to delegated dollar limit) and transmit proposals and other documents, including report submission, using various sponsorsâ™ systems â“ federal and non-federal.
10) Confirm appropriate evidence of approvals that commitments (cost sharing, matching, space) made in proposals can be honored, to help protect the University from the inability to meet proposal objectives and protect the University and PI from potential claims that might arise resulting from work proposed or completed under a sponsored project.
11) Communicate and collaborate with University departments, teams within URA as well as technology transfer and compliance teams to facilitate smooth transition throughout the full sponsored project life cycle; update AURA as necessary when applications/proposals are not funded, withdrawn or not routed.
12) Coordinate and/or assist with other activities, special project and reports in coordination with the Assistant Director, Sponsored Programs Pre-Award.
13) Perform other duties as requested by the Assistant Director, Sponsored Programs Pre-Award.
14) Incumbents are expected to review Sponsor guidelines and process or develop proposals in compliance with university and sponsor policies and assist with other grant and contract activity within AURA-GRANTS; escalate issues accordingly within the office of University Research Administration.
1) Successful candidates will be proactive, solution-oriented, possess exceptional communication skills.
2) Analyze, interpret and implement University policy and procedures.
3) Work with various sponsor electronic systems.
4) Rapid proficiency in the use of University of Chicago systems such as AURA and a high level of proficiency in Excel Strong computer skills including word processing, database management and spreadsheet skills.
5) Interpret sponsor guidelines and regulations to ensure accurate response.
6) Customer service is a high priority of the office and civility and professionalism are required at all times.
8) Civility and professionalism.Â
9) Excellent verbal and written communication skills.
10) Develop and manage interpersonal relationships.
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.
2) 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 University of Chicago systems such as AURA.
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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