Grant and Contract Administrator

Department
 

BSD E&E - Administration

About the Department
 

The Department of Ecology and Evolution hosts diverse faculty and student interests in the ecological and evolutionary processes that underlie patterns of life on earth. The research interests of our faculty include population genetics, molecular evolution, quantitative genetics, animal behavior, plant and animal ecology, evolutionary theory, systematic paleontology, and related subjects. A common theme in E&E is the application of quantitative techniques and current technologies to probe the conceptual foundations of ecology and evolution. Researchers in E&E apply empirical and theoretical approaches across a wide variety of microbes, plants, and animals. While some research is focused on demystifying the ever-increasing genomic databases for diverse taxa, other researchers probe the factors that define species or make use of field experiments to understand species interactions and fates. Our focus is on the importance of basic science, while we also work to see sound applications of our research in the areas of genetically modified organisms, resource management, climate change, and the genetics of disease.

Job Summary
 

The University of Chicago's Department of Ecology and Evolution is seeking a Grant and Contract Administrator to perform pre-and-post award administration, including grants, contracts, subcontracts, material transfer agreements, patents, gifts, and protocols. The successful applicant will advise the Chair, Executive Administrator, and Faculty regarding the fiscal and formal status of grants and contracts, institutional, federal, and agency policies and procedures.

Responsibilities

• Assists faculty in the creation and completion of all non-science parts of the grant submission and award management.

• Coordinates active grant management activities, including submission of progress reports, applications, amendments, technical reports, just-in time submissions, no-cost extensions, re-budgeting, carry-over requests, Data Use Agreements, and Material Transfer Agreements.

• Ensures all submissions align with Federal, agency, and University guidelines.

• Develops a working knowledge of University policies and the fundamentals of sponsored academic research.

• Partners with University Research Administration (URA) to monitor pre- and post-award activities, such as timely submission of applications and financial reports; requests for no-cost extensions; obtaining sponsor approvals for major changes to project scope or major changes to anticipated expenditures, etc.

• Implements actions to avoid problems with proposal submissions and award management.

• Proactively takes actions to correct problems according to sponsor guidelines and University policies and procedures.

• Identifies and remediates deviations from established account management expectations.

• Manages all close-out activities for sponsored projects, coordinating efforts between the PI, URA, and Sponsor.

• Attends institutional and outside training classes that cover grant submissions, financial management, pre and post award topics, and computer training.

• 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.

• 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
 

Education:

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

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Work Experience:

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

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Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree.

Experience:

• A minimum of two years of pre award and post award grant and contract administration.

Preferred Competencies

• Attention to detail and exemplary organization skills.

• Ability to clearly communicate and discuss budgets and financial reports with research staff, sponsors, department, and university administrators.

• Ability to manage and prioritize multiple projects/tasks simultaneously.

• Maintains collaborative, team relationships with peers and colleagues in order to effectively contribute to the working groups achievement of goals, and to help foster a positive work environment.

• Proactive, solution-oriented; possess exceptional communication skills and have the 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 sponsors and University electronic systems.

• Interpret sponsor guidelines and regulations to ensure accurate response.

• Review Sponsor guidelines and manage awards in compliance with University and sponsor policies.

• Customer service is a high priority of the office; maintain civility and professionalism at all times.

• Excellent verbal and written communication skills.

• Good negotiation skills.

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

Working Conditions

• This position will be eligible for an alternative work arrangement.

• Interact by phone, email or in person with faculty and administrative staff and occasionally with staff of non-federal sponsors, and other institutions and organizations.

Application Documents

• Resume/CV (required)

• Cover Letter (required)

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

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.

 

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