Sponsored Programs Administrator - Chicago, United States - Workday

Description

Department

Provost


URA:
Opt-In 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 contractuallybinding obligations in the form of a contract, grant, or agreement, including material transfer agreements and clinical trials. URA Pre-Award Opt-In Services is a team of dedicated Pre-Award Research Administrators who provide preaward support for optin partners across campus at The University of Chicago. These services include support for proposal development, preproposals or Letters of Intent (LOIs), Just-InTime (JIT) requests and assistance navigating sponsor policies and interpreting guidelines. URA Post-Award Research Administration Services provides postaward support of faculty member's funded research portfolio.

The support includes a dedicated URA Post Award Grants Specialist assigned to work with each faculty member on all post award needs.

The support is designed to handle administrative and financial matters associated with a faculty member's research portfolio, so that the faculty member may focus on the technical and academic content.

Portfolio volume and complexity will be reviewed at least annually to ensure reasonable assignments within the URA post award team.

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 Sponsored Programs Administrator position is a midentry level Research Administrator, responsible for assisting with the oversight of daytoday sponsored program activities for an assigned portfolio of faculty researchers for pre and postaward administration.

This will primarily involve supporting the sponsored research funding portfolio of faculty members in the development of proposals and financial management.

The role reports directly to the Director, Sponsored Program Services, with a dotted line to the Director, Pre-Award & Sponsored Development Services.

The Sponsored Programs Administrator will train in all aspects of opt in services to provide backup on both pre and post award.

The position will support the preaward opt in services as an add needed basis and will have a reduced portfolio in Post-Award about a 70% volume compare to a regular Sponsored Programs Specialist or Manager team member.

Performs routine assignments in the midentry level of a Research Administrator to a progression of complex proposals and grants management portfolios. Develops competence by performing structured work assignments, following university and sponsor guidelines. Uses existing procedures to solve routine or standard problems.

Receives instruction, guidance and direction from others but is expected that the Sponsored Programs Administrator will have the ability to work with minimal supervision and interact with faculty and administrators from different institutions and outside entities to make independent and informed decisions.

This position also requires the ability to analyze, interpret and implement financial data, sponsor guidelines, and University policies and procedures.

Responsibilities
Provides support as directed to the Pre and Post-Award Opt-In Teams within URA on an as needed basis, working with the team to follow projects from the preaward stage to the postaward stage.

Participates in multidisciplinary projects related to goals of Pre and Post-Award Opt-In Services in a very dynamic environment.

Works directly with PIs or their delegates to facilitate management of grant activities which involves oversight of pre and postaward activities.

Responsible for Postaward activities associated with expenditure and budget reviews, audit of invoices and billings, monitoring accounts and preparing financial reports and projections for grants and other sponsored agreements, notifying PIs of availability of funds while assisting and advising faculty in financial and project activities by implementing fiscal reporting process.

Prepares monthly, quarterly and/or yearly reports as necessary.

Interacts with participants, external entities, sponsors, faculty, and other University of Chicago offices including departmental staff and central research administration staff to gather relevant information for the operation management of the sponsored project portfolio.

Assists the Principal Investigators (PIs) with preparing preproposals, proposals, budgets, required proposal documents, routing proposals via the AURA Grants system, submitting proposals, and preparing responses to Just-InTime requests.

Meets established preaward expectations and established account management expectations, identify deviations and resolve problems for the pre and postaward stage of the project.

Assists Faculty in the preparation of grant proposals, including gathering and organizing necessary information from faculty across the University of Chicago, and other institutions, and coordinates any necessary meetings to discuss timelines and proposal requirements.

Coordinates with faculty by organizing risk analysis sessions and conducts statistical analysis of data.

Tracks project timelines, ensures followup, and provides timely reports to PIs and sponsors with proactive support of award management.

Supports technical reporting as needed and 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.

Communicates and collaborates with University departments/units, URA Pre-Award team and URA Post-Award, technology transfer and compliance teams/units to facilitate smooth transition throughout the full life cycle.

Updates AURA as necessary when applications/proposals are not funded, withdrawn or not routed.

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

Aids in training personnel who report to the PI on research administration operational policies and procedures as requested by the Assistant Director of Post-Award, Opt-In Services.

Gains and maintains thorough understanding of university and sponsor regulations.

Reviews Sponsor guidelines and escalates issues accordingly within the office of University Research Administration.

The individual is a member of a Team and must contribute to the team effort, as needed. This will involve 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 preaward and postaward team staff.

Provides faculty and administrators with application preparation, analyzing possible solutions to problems that arise using standard procedures. Reviews, interprets, and negotiates contract and grant terms to determine compliance and/or conflict with federal regulations and procedures.

Maintains correspondence between the agency and University community to obtain and process necessary pre and postaward information. Reviews and processes various pre and postaward activities.

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 25 years of work experience in a related job discipline.
Certifications:Preferred Qualifications


Education:
Bachelor's degree in business or liberal arts field.


Experience:
Minimum three years of experience working with sponsored research administration in an academic environment.

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

Knowledge of Federal Circulars applicable to universities (OMB A21, A110, A133 or the Uniform Guidance) or interpretation of similar regulations.

Background with the University of Chicago systems such as AURA, FAS, ACCTS/PETS, and Business Objects.

Preferred Competencies
Proactive, solutionoriented, with exceptional communication and analytical skills necessary to review a sponsored award agreement; determine the type of award, payment terms, reporting requirements, budget limitations, and establish accordingly per departmental guidelines.

Work with various sponsor electronic systems.

Rapid proficiency in the use of University of Chicago systems such as AURA, FAS, Workday, ACCTS, PETS, GEMS, ePayments, and Business Objects.

High level of proficiency in Excel.

Strong computer skills including word processing, database management and spreadsheet skills.

Interpret sponsor guidelines and regulations to ensure accurate response.

Incumbents are expected to review Sponsor guidelines and escalate issues accordingly within the office of University Research Administration.

Customer service is a high priority of the office with a demeanor of civility and professionalism at all times.

Excellent verbal and written communication skills.

Develop and manage interpersonal relationships.

Good negotiation skills.

Working Conditions
Make decisions independently that will have downstream impacts on the management of sponsored projects.

Manage detailoriented workload, to organize and prioritize during highpressure, highvolume periods and manage stress.

Exercise sound judgment and absolute discretion regarding confidential matters with tact.

Handle multiple, concurrent tasks.

Interact by phone, email or in person with faculty and administrative staff at the University and occasionally with staff of federal government, nonfederal sponsors, and other institutions and organizations.

Sit for 4 hours or more.

Use computers extensively for 4 hours or more.

Travel to various oncampus locations on a daily basis.

Use standard office equipment.

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
FLSA Status

Exempt
Pay Frequency

Monthly
Scheduled

Weekly Hours

37.5
Benefits Eligible

Yes
Drug Test Required

No
Health Screen Required

No
Motor Vehicle Record Inquiry Required

No
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Rather, the University considers conviction information on a casebycase 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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