Grants and Contracts Coordinator
The University of Chicago

Department

BSD CTD - Finance

About the Department

The Center for Translational Data Science (CTDS) at the University of Chicago is a research center whose mission is to develop the discipline of translational data science to impactful problems in biology, medicine, healthcare, and the environment. We envision a world in which researchers have ready access to the data needed and the tools required to make data driven discoveries that increase our scientific knowledge and improve the quality of life. We architect ecosystems of large-scale commons of research data, computing resources, applications, tools, and services for the broader research community to use data at scale to pursue scientific inquiry and accelerate discovery. Learn more at https://gdc.cancer.gov/, and https://gen3.org/, and https://stats.gen3.org/, and https://ctds.uchicago.edu/.

Job Summary

The job provides specialized business support for grant and contract proposals/funding within a department or unit. Pre-award activities include research, preparing applications, and reviewing proposals. Post-award activities include compliance monitoring, payment processing, and salary allocations.

Under general supervision, the Grants and Contracts Coordinator organizes and performs all pre-award and post-award activities relating to grants and contracts, internal funding, and other financial matters and policies for University processes and sponsored projects at the Center for Translational Data Science.

This at-will position is wholly or partially funded by contractual grant funding which is renewed under provisions set by the grantor of the contract. Employment will be contingent upon the continued receipt of these grant funds and satisfactory job performance.

Responsibilities

• Assists grants and contract staff while working independently on similar tasks and projects.
• Research funding opportunities and bring them to the attention of colleagues.
• Performs data entry and processing of various financial tasks using University systems and helps guide Financial Coordinator in assisting with those tasks.
• Performs monthly account-related tasks, such as account projections, reconciling expenses and budgets, effort allocations and summaries for Faculty and Project Managers.
• Performs assigned pre-sponsored-award proposal activities between researchers and University Research Administration.
• Assists Business Operations Managers and other Financial Administrators with their assigned proposal activities.
• Performs assigned post-award activities such as effort reporting, spending projections, cost allocations, equipment inventory, cost reconciliations, grant and account closing processes.
• Maintains and follows up-to-date procedures and policies the University and Sponsored Award processes, and facilitates communication of procedures and policies to relevant stakeholders.
• Assists in pre-award activities including reading proposal guidelines; collecting, composing, and/or preparing administrative components of proposal submissions; preparing applications, performing funding searches, developing and preparing budgets and monthly reports.
• Supports the timely and accurate submission of competitive and non-competitive proposals and renewals to University Research Administration. Checks that all applications meet agency and University guidelines, published time tables, and deadlines.
• Assists in post-award activities including account creation, regulatory compliance monitoring, salary allocations and effort reporting, lab order processing, invoice preparation, payment processing, cost center charges, cost transfers, summer salary processing, grant projections, grant closing processes and account closing.
• Performs other related work as needed.

Minimum Qualifications

Education:
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
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Work Experience:
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
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Certifications:

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Preferred Qualifications

Experience:

• Financial or accounting background, or related work experience.
• Prior work with grants, contracts and other transactions awards with organizations like NIH and NSF.
• Familiarity with CFR relevant to educational institutions.
• Background in non-lab, non-clinical research environment beneficial.

Technical Skills or Knowledge:

• Intermediate Microsoft Excel skills. Create pivot tables, create and investigate errors in formulae, familiarity with standard validation checks to ensure accuracy, etc.
• Intermediate knowledge of creating and managing budgets and projections within Microsoft Excel or equivalent.
  
• Intermediate knowledge of financial processes within an administrative environment.
  

Preferred Competencies

• Strong organizational skills, balancing multiple tasks, deadlines and budgets.
• Strong written and communication skills for communications with internal and external stakeholders.
• Discreet with information pertaining to personnel and research-related activities.
• Schedule and prioritize work within a fast-paced, deadline-driven environment.
• Coordinate and delegate across multiple teams and projects on activities related to grants, contracts, and other areas of pre- and post-award financial administration.
• Quickly adapt to new facets, processes and systems within pre- and post-sponsored award financial administration.

Working Conditions

• Long stretches of time in front of a computer
• Hybrid office/remote schedule; fully remote schedule an option.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)

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

Non-Exempt

Pay Frequency

Biweekly

Scheduled Weekly Hours

40

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

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:http://securityreport.uchicago.edu.Paper 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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