Grant and Contract Administrator
The University of Chicago

Chicago, Illinois

This job has expired.


BSD MGC - Administration

About the Department

The Department of Molecular Genetics and Cell Biology (MGCB) is an innovative interdisciplinary community of scientists committed to investigating molecular aspects of biological phenomena that operate on a cellular scale. We invite you to explore our programs and get to know us better,

Job Summary

This position works collaboratively with faculty, post-docs, and staff to process and manage all sponsored projects and awards in the Department of Molecular Genetics and Cell Biology and Pharmacological and Physiological Sciences. The Grant and Contract Administrator works directly with faculty and postdocs and their grant applications. The administrator must be able to interpret broad and complex guidelines and regulations from multiple funding agencies. Must work collaboratively with faculty, supervisor, finance, University Research Administration, and funding agencies regarding all aspects of grant management. Is responsible for timely and error-free submission of applications, progress reports, technical reports, Just-In-Time submissions, no-cost extensions, and agency-required re-budgeting. The grant administrator also researches new avenues for funding and new grant opportunities. They are responsible for following up on tasks that require additional research.


  • Seeks new avenues for funding and grant opportunities and ensures that notices of relevant opportunities are brought to faculty attention. Works with sponsors to draft proposal budgets in accordance with University needs, with a moderate level of guidance and direction
  • Reviews all applications against University guidelines, in addition to drafting progress reports, non-competing applications, amendments, and budgeting. Responsible for all data entry and preparation of grant reports and trend analysis.
  • 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 Qualifications

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.


Preferred Qualifications

  • Five years of progressively responsible grant/contract and financial administration in an academic setting.
  • Experience with budgets, ledgers, invoices, and fiscal reporting.
  • Experience in one or more aspects of sponsored program administration in a research environment.
  • Experience with accounting systems.

Preferred Competencies
  • Strong computer skills including word processing, database management, and spreadsheet skills.
  • Excellent oral and written communication skills.
  • Exceptional attention to detail.
  • Flexible and adaptable work style.
  • Strong organizational skills.
  • Strong financial and analytic skills.
  • Ability to research issues and propose solutions.
  • Ability to exercise sound judgment, discretion, and tact.
  • Excellent independent time management skills along with the ability to handle multiple and concurrent tasks within deadlines.
  • Ability to interact with others using tact and diplomacy.

Working Conditions
  • Standard office environment.
  • Ability to sit for 2 to 4 hours.
  • Ability to walk to various on-campus locations.
  • Occasional nights as needed.
  • Hybrid schedule is available.

Application Documents
  • Resume (required)
  • Cover Letter (required)
  • References (3)(required)

When applying, the document(s) MUSTbe 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


Pay Frequency


Scheduled Weekly Hours


Benefits Eligible


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


Posting Statement

Employees must comply with the University's COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff 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.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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