Oncology Training Programs Administrator

University of Chicago

University of Chicago

Chicago, IL, USA
Posted on Friday, November 3, 2023


BSD MED - Hematology and Oncology

About the Department

The Department of Medicine and the Comprehensive Cancer Center supports a large basic, clinical and populations science cancer research education training including training in global health settings. The Section of Hematology/Oncology is the largest subspecialty section in the Department of Medicine. Full-time faculty members all contribute to the training environment and mentoring in research skills acquisition with peer review funding from the National Institutes of Health, National Cancer Institute, Foundations or Other peer reviewed grant funding. The Section supports training of Scholars in Oncology Associated Research within Pritzker School of Medicine, as well as clinical hematology/oncology subspecialty training through our ACGME accredited Fellowship program. Fundamental to success in academic medicine is development of clinical research competences through our Pathways to Independence program for advanced training in patient-oriented

The University of Chicago has a long tradition of excellence in cancer research and the environment is ideal for interdisciplinary training of the next generation of physician scientists and clinical researchers. Research Training in Oncology is supported through several training grants largely funded by the National Cancer Institute Cancer Training Branch and includes Institutional K12 (Paul Calabresi Career Development Award for Clinical Oncology (PCACO), T32, R25 and other Training grants.

Job Summary

The Oncology Training Programs Administrator will assist the Training grant Principal Investigator in managing all administrative aspects of relevant career development of trainees accepted for research-intensive training programs.


  • Supports the Advisory Committees that provide oversight for our NCI funded Training grants which has been invaluable in past funding cycles and is now required by the NIH. For example, we designed Each Training grant to include an Executive/Selection Committee (EC), whose role is to assist the Principal Investigator in ensuring the smooth day-to-day operation of the program through immediate oversight of the four principal elements of training in the Program and the annual selection of scholars and an Internal Advisory Committee (IAC), whose role is to provide program oversight and evaluation. The External Advisory Committee (EAC) serves to provide an external review of the program.

  • Supports trainee education programs including Research in Progress, Journal Clubs and other trainee enrichment programs.

  • Supports evaluation of Research Training conducted at both the current trainee level and at the post-graduate level through the Annual Survey. The aims of our evaluation are: (1) to assess trainee satisfaction with the program and mentor; and (2) to assess relevant short and long term outcomes related to participation in the training programs.

  • Researches new avenues for funding, research and grant opportunities for Trainees. Ensures that notices of relevant opportunities are brought to Trainees attention and supports Trainees grant application.

  • Responsible for most decisions regarding the actual execution of projects, and serves as the liaison between the PI, fellows, advanced fellows and medical students.

  • Assists in the review of all applications against University and sponsor guidelines, in addition to drafting progress reports, noncompeting applications, amendments, and budgeting.

  • Responsible for all data entry and preparation of grant reports and trend analysis.

  • Assists with 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.

  • Manages and coordinates various aspects of the program, working in conjunction with the PI and Section leadership to ensure proper completion of tasks.

  • Prepares summaries of grants and effort allocations for awardees on the K12 grants, meets with them and responds to their questions.

  • Coordinates with other departments/units/divisions regarding training grants.

  • Serves as department contact for annual audits and agency site visits.

  • Communicates with the Office of Graduate and Postdoctoral Affairs to ensure trainee tuition and fees are appropriately allocated to awards as needed.

  • Development of administrative best practices and systems around grant submission process for trainees.

  • Facilitate, manage, and oversee interdepartmental coordination and communications with corresponding departments for grant requirements.

  • Demonstrate the ability to provide PI with reports that analyze and relay outcomes for/of grant activity and progress.

  • Provides regular and pertinent status to the PI on grant updates and activity.

  • 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 science.


  • Experience with education programs and/or NRSA training grants.

  • Familiarity in research administration, grant writing, grant administration, finance, grant management.

  • Active familiarity of the grant life cycle.

Technical Skills or Knowledge:

  • Knowledge of Microsoft Office, financial computing, and database software applications.

Preferred Competencies

  • Excellent verbal and written communication skills.

  • Excellent interpersonal and customer service skills.

  • Familiar with NIH NRSA guidelines, eCommons, XTrain, ASSIST, RePorter, OME Uniform Guidance policies.

  • Ability to handle public contacts with courtesy, clarity, and diplomacy.

  • Ability to handle sensitive and confidential situations and information with absolute discretion.

  • Ability to maintain calm and courteous demeanor and to work productively despite heavy.

  • Workload, competing priorities, complex problems, and tight deadlines.

  • Excellent problem-solving skills.

  • Ability to use appropriate resources to resolve an issue.

  • Ability to follow an issue through to resolution.

Application Documents

  • Resume (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


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