Sr. Grants and Contracts Specialist

Updated: about 1 month ago
Location: Chicago, ILLINOIS


Posted: 08-May-24

Location: Chicago, Illinois

Type: Full-time

Salary: Open


Project/Program Management/Planning

Internal Number: JR25960

Location: Shoreland

Job Description:

  • Ensures and is responsible for accurate and important data entry and processing of various financial tasks using University systems.

  • Lead and participates in monthly account-related tasks, such as account projections, reconciling expenses and budgets, effort allocations and summaries for Faculty, Project Managers, and other CTDS senior leadership.

  • Attends monthly or weekly technical calls with sponsors to better understand project specific financial constraints and budgeting.

  • Solicits feedback and needs on regularly monthly reporting and designs solutions for these needs for internal and external collaborators.

  • Works closely with Technical Project Managers and Team leads to create, charge, and track expenses for projects.

  • Recommends assignments of and leads pre-sponsored-award proposal activities between researchers and University Research Administration.

  • Consults for and assists Business Operations Managers and other Financial Administrators with their assigned proposal activities.

  • Supports standards for post-award activities such as effort reporting, spending projections, cost allocations, equipment inventory, cost reconciliations, grant and account closing processes.

  • Improves processes by identifying bottlenecks, potential efficiencies, and learning from changing best practices and industry standards.

  • Leads and performs assigned post-award activities for critical and important projects such as effort reporting, spending projections, cost allocations, equipment inventory, cost reconciliations, grant and account closing processes.

  • Maintains, develops, and follows up-to-date procedures and policies the University and Sponsored Award processes, and facilitates communication of procedures and policies to relevant stakeholders.

  • Researches funding opportunities and brings them to the attention of colleagues.

  • Identifies and anticipates reporting and communication needs, collaborating with supervisor and others as needed.

  • Ensures service and communication to PIs, standardized information, best practices development, and that all faculty and research staff are aware of any new grant policies and changes.

  • Analyzes industry trends and remains current with agency and regulatory changes. Monitors department/ unit compliance with University, Divisional and Department policies and procedures and implements corrective actions for issues identified.

  • Performs other related work as needed.

Preferred Qualifications


  • Microsoft Excel - intermediate skills.

  • Financial or Accounting background, or equivalent work experience.

  • 4+ years of experience in working on highly technical sponsored research in computer and software development for biological research.

Preferred Competencies

  • Advanced knowledge of creating and managing budgets and projections within Microsoft Excel or equivalent.

  • Intermediate knowledge of financial processes within an administrative environment.

  • Very strong organizational skills, balancing multiple tasks, deadlines, and budgets.

  • Very strong written and communication skills for communications with internal and external stakeholders.

  • Ability to be discreet with information pertaining to personnel and research-related activities.

  • Ability to schedule and prioritize work within a fast-paced, deadline-driven environment.

  • Ability to coordinate and delegate across multiple teams and projects on activities related to grants, contracts, and other areas of pre- and post-award financial administration.

  • Ability to quickly adapt to new facets, processes, and systems within pre- and post-sponsored award financial administration.

Working Conditions

  • Office environment.

Application Documents

  • Resume (required)

  • Cover Letter (preferred)

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 the Applicant Inquiry Form.

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: 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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