Department

Provost URA: Post-Award Services

About the Department

University Research Administration has the responsibility to review and provide institutional endorsement for all proposals to federal and other external sponsors (excluding gifts), assuring compliance with University policies and sponsor terms and conditions. URA is the institutional authority for the negotiation and acceptance of financial support or other contractually-binding obligations in the form of a contract, grant, or agreement, including material transfer agreements and clinical trials.

Job Summary

The job executes a range of activities to support the functional areas of University Research Administration. Supports research, training, and other sponsored activities at the University, building upon knowledge of the University, processes, and customers. Assists in the development of research compliance education programs.

The Post Award Research Specialist is responsible for identifying and remediating deviations from established account management expectations. Responsible for all financial and non-financial post-award activities for all sponsored projects for the University and acts as a liaison to sponsors for all departments and units assigned to the position.

Responsibilities

Distributes awards through AURA, establishing accounts in the financial system and updating records as necessary.

Processes all concurrence requests (CRs) and continuations (CNs) in AURA; ensures cost share is properly established and reported. 

Directs preparation of, monitors and approves sponsor required fiscal and management 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. Assists billing area as needed to claim payments. 

Prioritizes work in order to complete assignments on a timely basis. 

Partners with business units/departments to monitor post-award activities (grants management), such as submitting progress reports (RPPRs), requesting no-cost extensions, and obtaining sponsor approvals for major changes to project work scope or major changes to anticipated expenditures, etc. 

Implements actions to proactively avoid problems with accounts. 

Manages all close-out activities for sponsored projects, coordinating efforts between the PI, department/unit, and Sponsor. 

Administers 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. 

The 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 backup duties during vacation or sick leaves of other award team staff.

Through interaction with a variety of federal and non-federal funding agencies, faculty, and staff, provides professional assistance with the administration and coordination of proposals and awards in research and training.

Maintains 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 moderate 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.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

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

Certifications:

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Preferred Qualifications

Education:

Bachelor's degree in business or liberal arts field.

Experience:

Extensive prior experience working with sponsored research administration in an academic environment strongly preferred.

Background and experience working with Federal National Laboratories a plus.

Participation interpreting sponsored research grants and contracts, and working with budgets, ledgers, invoices and fiscal reporting strongly preferred.

Knowledge of the Uniform Guidance or interpretation of similar regulations strongly preferred.

Technical Skills or Knowledge:

Proficiency in the use of University of Chicago systems such as Huron Research Suite, Oracle Cloud, and Workday.

Strong computer skills including word processing, database management and spreadsheet skills (Microsoft Office suite and Adobe suite a must).

Ability to develop proficiency and work with various sponsor/third-party electronic systems. 

Interpret sponsor guidelines and regulations to ensure accurate response.

Incumbents are expected to review Sponsor guidelines and process or manage awards in compliance with university and sponsor policies and assist with other grants and contracts activities. Escalate issues accordingly within the office of University Research Administration.

Preferred Competencies

Independence: Work independently with a high degree of initiative, curiosity and minimal supervision. Willingness to learn new skills, take on new challenges, and ability to effectively interact and collaborate with all levels of university administrators and faculty members. Make decisions independently that will have downstream impacts on the management of sponsored projects.

Communication Skills: Excellent oral and written communication skills with the ability to interact effectively with a diverse range of stakeholders, with faculty and administrative staff at the University, and close collaboration with all staff within the office of University Research Administration. 

Service Orientation: Positive, service-oriented attitude with a courteous demeanor, maintaining professionalism in all interactions. Ability to develop and manage interpersonal relationships.

Discretion and Confidentiality: Ability to handle sensitive and confidential situations with absolute discretion and maintain confidentiality. 

Attention to Detail and Accuracy: Exceptional attention to detail and thoroughness in completing tasks accurately. Work on multiple projects simultaneously, set priorities, and meet deadlines.

Organizational and Multitasking Skills: Strong organizational skills with the ability to multitask, meet deadlines, and navigate ambiguity in a fast-paced work environment. Interact by phone, email, online meetings 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.

Judgment and Project Management: Sound judgment with the ability to prioritize and anticipate potential issues and address them proactively. 

Adaptability and Feedback Reception: Stay current with technology and digital tools. Ability to maintain composure under pressure, work flexible hours as needed, and respond constructively to feedback. 

Working Conditions

Sit for 4 hours or more.

Use computers extensively for 4 hours or more.

Use standard office equipment and troubleshoot IT equipment in a remote/hybrid environment.

Some evening and weekend work may be required. 

Application Documents

Resume/CV (required)

Cover Letter (preferred)

References Contact Information (3)(preferred)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Financial Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$73,000.00 - $93,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

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