Grant & Contract Administrator

University of Chicago

University of Chicago

Chicago, IL, USA
Posted on Tuesday, August 8, 2023


BSD NEU - Finance

About the Department

The Department of Neurology at The University of Chicago Medical Center has a great history and tradition, having made significant contributions to neurological training, clinical care, and the basic understanding of neurological disease.

Job Summary

The Grant & Contract Administrator provides professional support for pre-award and/or post-award activities relating to grant and contract proposals and funding within the Department of Neurology at the University of Chicago. Pre-award activities include research, preparing applications, and editing proposals. Post-award activities include compliance monitoring, payment processing, and salary allocations. Performs work with moderate guidance and utilizes knowledge of University and business drivers.


  • Supports post-award activities within the department of Neurology 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.

  • 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 monitoring regulatory compliance requirements.

  • Interacts with University Research Administration, Faculty, Department Pre-Award Staff, Department HR, Pre/Post Award staff in other departments and Financial Services Office personnel.

  • 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.

  • 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


  • Bachelor's degree or higher in accounting, business administration, or relevant field.


  • Administrative, accounting, or grant and contract administration experience.

  • 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.

Technical Skills or Knowledge:

  • Strong computer skills including word processing, database management, and spreadsheet skills.

  • Strong financial and analytical skills.

  • Familiarity with federal and non-federal grant and contract policies.

  • Knowledge of research methods and funding sources.

  • Knowledge of Clinical Trials.

  • Knowledge of federal and non-federal regulations for grant management.

  • Knowledge of fund accounting.

  • Proficiency with spreadsheet, word processing software, and accounting software.

Preferred Competencies

  • Excellent verbal and written communication skills.

  • Attention to detail.

  • Flexible and adaptable.

  • Strong organizational skills.

  • Research issues and propose solutions to problems.

  • Demonstrated initiative in improving processes and enhancing systems.

  • Exercise sound judgment, discretion and tact.

  • Time management skills and the ability to handle multiple, concurrent tasks within deadlines.

  • Work with individuals from across the division and university.

  • Supervisory skills if individuals reporting to position.

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


Pay Frequency


Scheduled Weekly Hours


Benefits Eligible


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


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.

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