Senior Pre-Award Trainer

Department
 

PSD Local Business Center

About the Department
 

The Physical Sciences Division (PSD) has a rich history of advancing and defining new fields of discovery in the physical sciences and mathematics, and this tradition of innovation continues today. Our inquiry and impact spans from the edge of the observable universe to human-computer interaction, from biophysical materials science to the geologic record of seawater composition, from gravitational waves to geometric flows, and beyond. The Physical Sciences Division Local Business Center (PSD-LBC) provides grants and finance management support to faculty, researchers, and administrators for many of the organizations (departments, research centers, and institutes) within the Physical Sciences Division. Our goal is to provide high levels of service in order to advance the PSD’s mission in research and education. The Division includes the academic departments of Astronomy and Astrophysics, Chemistry, Computer Science, Geophysical Sciences, Mathematics, Physics, and Statistics. In addition, PSD includes a number of interdisciplinary research institutes and centers, including the Enrico Fermi Institute, the James Franck Institute, and the Kavli Center for Cosmological Physics. Many of our scientists have joint appointments at the Fermi National Accelerator Laboratory and Argonne National Laboratory as well as joint affiliations with other Chicago-based research institutions such as the Toyota Technological Institute of Chicago, Adler Planetarium, The Museum of Science and Industry, and the Field Museum. Our students build connections with world-leading scientists, collaborate across disciplines, and enjoy the dynamic Chicago and University communities.

Job Summary
 

The Senior Pre-Award Trainer works independently to create systems to train members of the local business center on all aspects of proposal preparation and pre-award activity relating to grants and contracts. Refines training materials, develops standard operating procedures, and learns nuances of the PSD’s diverse portfolio f federal and non-federal funders. Develops strong relationships with central offices including URA and the Dean’s office to troubleshoot issues. Works collaboratively with the LBC’s managers to troubleshoot and assist employees. Serves as a subject matter expert and provides mentoring and training for less experienced grant coordinators and administrators. This position is eligible for a partially or fully remote work schedule.

Responsibilities

• Provides internal training on pre-award process for grant administrators.  Supervises proposals submitted by the grant and contract coordinators and financial administrators and provides mentorship on pre-award grants management.
• Serves as subject matter experts on a variety of federal and non-federal sponsors.
• Advises PIs and research staff and leads the development of all aspects of the format, preparation, and submission of grant applications to federal, industry, and foundation sponsors.
• Establish standard operating procedures for service delivery and develop and monitor internal performance metrics. Direct policy development and implementation.
• Occasionally works directly with the PI to develop proposal budgets and reconcile award budgets in accordance with the needs of the research plan, agency, and University requirements.
• Assist with training regarding the execution of sub-awards, sponsored consulting agreements, amendments, material transfer agreements, and data use agreements.
• Working with Principal Investigators, faculty, and academics, manages all aspects of pre-award administration including opportunity identification, proposal preparation, proposal budgeting, proposal negotiation, proposal acceptance, and award set-up.
• Works across teams to supervise onboarding as it relates to pre-award training for new employees.
• Serves as an informational resource to junior Grants & Contracts Coordinators and Administrators.
• Performs complicated cross-institutional work related to proposal development.
• Develops best practices around creating budgets for new proposals.
• Serves as liaison between PIs, University administrative offices, and external agencies.
• 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.

Minimum Qualifications
 

Education:

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

---
Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

---
Certifications:

---

Preferred Qualifications

Experience:       

• Progressively responsible work experience in sponsored programs administration.
• Senior-level skills in pre-award, post-award, and contract administration.
• Experiences within research-intensive environments and supporting highly productive and motivated research faculty and staff, on an academic research institution, research foundation, or industry / corporate research setting.   

Preferred Competencies

• Ability to work independently and as a member of a cohesive team.
• Deep knowledge of sponsor agency guidelines (Federal, non-Federal, and other) along with policies related to proposals and awards.
• Ability to confidently interact with corporate and industry sponsors – faithfully representing the needs of the University and its research faculty.
• Comfortable with deadline-driven work tasks and the capacity to get things achieved through others.
• Strong communication skills with a high degree of 'emotional-intelligence' and a skillful negotiator.
• Ability to translate complex work issues into understandable and actionable plans toward resolution.
• Ability to refine skills through continuous learning.
• Exercises independent judgement and work under limited guidance due to previous experience/breadth and depth of knowledge of administrative processes
• Consistently demonstrate resourcefulness in the completion of multiple projects; works independently on complex or high impact assignments which require the regular use of creativity and understanding of operational impact.

Working Conditions

• This position is eligible for a partially or fully remote work schedule.

Application Documents

• Resume (required)
• Cover Letter (preferred)
• References (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

COVID-19 Vaccination or Approved Medical or Religious Exemption Required
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Effective October 15, 2021, the University of Chicago requires COVID vaccination for all students, faculty, and staff members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons.
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: 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.

Department
 

PSD Local Business Center

About the Department
 

The Physical Sciences Division (PSD) has a rich history of advancing and defining new fields of discovery in the physical sciences and mathematics, and this tradition of innovation continues today. Our inquiry and impact spans from the edge of the observable universe to human-computer interaction, from biophysical materials science to the geologic record of seawater composition, from gravitational waves to geometric flows, and beyond. The Physical Sciences Division Local Business Center (PSD-LBC) provides grants and finance management support to faculty, researchers, and administrators for many of the organizations (departments, research centers, and institutes) within the Physical Sciences Division. Our goal is to provide high levels of service in order to advance the PSD’s mission in research and education. The Division includes the academic departments of Astronomy and Astrophysics, Chemistry, Computer Science, Geophysical Sciences, Mathematics, Physics, and Statistics. In addition, PSD includes a number of interdisciplinary research institutes and centers, including the Enrico Fermi Institute, the James Franck Institute, and the Kavli Center for Cosmological Physics. Many of our scientists have joint appointments at the Fermi National Accelerator Laboratory and Argonne National Laboratory as well as joint affiliations with other Chicago-based research institutions such as the Toyota Technological Institute of Chicago, Adler Planetarium, The Museum of Science and Industry, and the Field Museum. Our students build connections with world-leading scientists, collaborate across disciplines, and enjoy the dynamic Chicago and University communities.

Job Summary
 

The Senior Pre-Award Trainer works independently to create systems to train members of the local business center on all aspects of proposal preparation and pre-award activity relating to grants and contracts. Refines training materials, develops standard operating procedures, and learns nuances of the PSD’s diverse portfolio f federal and non-federal funders. Develops strong relationships with central offices including URA and the Dean’s office to troubleshoot issues. Works collaboratively with the LBC’s managers to troubleshoot and assist employees. Serves as a subject matter expert and provides mentoring and training for less experienced grant coordinators and administrators. This position is eligible for a partially or fully remote work schedule.

Responsibilities

• Provides internal training on pre-award process for grant administrators.  Supervises proposals submitted by the grant and contract coordinators and financial administrators and provides mentorship on pre-award grants management.
• Serves as subject matter experts on a variety of federal and non-federal sponsors.
• Advises PIs and research staff and leads the development of all aspects of the format, preparation, and submission of grant applications to federal, industry, and foundation sponsors.
• Establish standard operating procedures for service delivery and develop and monitor internal performance metrics. Direct policy development and implementation.
• Occasionally works directly with the PI to develop proposal budgets and reconcile award budgets in accordance with the needs of the research plan, agency, and University requirements.
• Assist with training regarding the execution of sub-awards, sponsored consulting agreements, amendments, material transfer agreements, and data use agreements.
• Working with Principal Investigators, faculty, and academics, manages all aspects of pre-award administration including opportunity identification, proposal preparation, proposal budgeting, proposal negotiation, proposal acceptance, and award set-up.
• Works across teams to supervise onboarding as it relates to pre-award training for new employees.
• Serves as an informational resource to junior Grants & Contracts Coordinators and Administrators.
• Performs complicated cross-institutional work related to proposal development.
• Develops best practices around creating budgets for new proposals.
• Serves as liaison between PIs, University administrative offices, and external agencies.
• 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.

Minimum Qualifications
 

Education:

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

---
Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

---
Certifications:

---

Preferred Qualifications

Experience:       

• Progressively responsible work experience in sponsored programs administration.
• Senior-level skills in pre-award, post-award, and contract administration.
• Experiences within research-intensive environments and supporting highly productive and motivated research faculty and staff, on an academic research institution, research foundation, or industry / corporate research setting.   

Preferred Competencies

• Ability to work independently and as a member of a cohesive team.
• Deep knowledge of sponsor agency guidelines (Federal, non-Federal, and other) along with policies related to proposals and awards.
• Ability to confidently interact with corporate and industry sponsors – faithfully representing the needs of the University and its research faculty.
• Comfortable with deadline-driven work tasks and the capacity to get things achieved through others.
• Strong communication skills with a high degree of 'emotional-intelligence' and a skillful negotiator.
• Ability to translate complex work issues into understandable and actionable plans toward resolution.
• Ability to refine skills through continuous learning.
• Exercises independent judgement and work under limited guidance due to previous experience/breadth and depth of knowledge of administrative processes
• Consistently demonstrate resourcefulness in the completion of multiple projects; works independently on complex or high impact assignments which require the regular use of creativity and understanding of operational impact.

Working Conditions

• This position is eligible for a partially or fully remote work schedule.

Application Documents

• Resume (required)
• Cover Letter (preferred)
• References (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

COVID-19 Vaccination or Approved Medical or Religious Exemption Required
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Effective October 15, 2021, the University of Chicago requires COVID vaccination for all students, faculty, and staff members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons.
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: 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.