Grants and Contracts Administrator

University of Chicago

University of Chicago

Chicago, IL, USA
Posted on Saturday, November 18, 2023


BSD IPP - Finance

About the Department

The newly created Institute for Population and Precision Health (IPPH), located in the Biological Sciences Division, will integrate a wide spectrum of factors such as human health behaviors, environmental factors, social and economic factors, policies and genetic determinants of health, into studies focused on the treatment and prevention of disease, as well as the maintenance of wellness. Leveraging and integrating the University of Chicago’s considerable institutional strength in population science with research spanning diverse fields such as genetic medicine, cancer epidemiology, microbiome, and epigenomics, the Institute will have the common goal of improving human health outcomes. Another major goal of the Institute will be to develop a new multidisciplinary training program to equip researchers with emerging tools and methods to conduct precision health research within a population health framework. Our faculty lead research projects in biostatistics, epidemiology and health services research and participate in interdisciplinary teams with faculty in other departments to address complex problems in health and healthcare, in our communities and around the globe.

Job Summary

This position reports to the IPPH Grant and Finance Manager and supports faculty/staff/students across all IPPH. The job provides professional support for pre-award and/or post-award activities relating to grant and contract proposals and funding within a department or unit. 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.



  • Oversees preparation and submission of all grant proposals in the IPPH.

  • Interacts with principal investigators, assisting them with the development, preparation, and submission of proposals for external and internal funding to various funding agencies.

  • Coordinates with sub-award administrators to assist with the preparation of financial materials for all major grant-related activities.

  • Performs compliance review of all proposals for adherence to university, agency, and federal requirements. Reviews all proposal elements for accuracy and advises the faculty on any administrative requirements.

  • Promotes timely submission of applications.

  • Keeps updated on all new federal and state regulations that apply to the grant process; interprets agency-specific guidelines/regulations that apply to the proposal and award process.


  • Prepares monthly GEMS reconciliation for IPPH Dean and faculty.

  • Monitors fiscal expenditures of grant-funded projects.

  • Keeps receipts, documentation, and monthly financial statements well-organized and accessible.

  • Processes cost and payroll transfers, as well as departmental invoices, including agreements for independent contractors, rent, utilities, travel, meeting expenses, etc.

  • Initiates and monitors subcontract agreements for collaborations with other Institutions.

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

  • Assists with monthly reconciliation for all IPPH accounts.

  • Assists with monthly financial reporting to sponsor agencies, including the preparation of staff efforts report and supporting documentation of transactions.

  • Assists with close-out activities for sponsored projects and coordination of efforts between the department and University Research Administration.

  • Contributes to team efforts by assisting colleagues to ensure timely and accurate service to Principal Investigators and sponsors. May perform backup duties during vacation or sick leaves of other team members.


  • Assists grant management cycle, pre- and post-award.

  • Provide responses to address variances and compliance-related concerns in pre- and post-award.

  • Provides guidance and support for project staff.

  • 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.

  • 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


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


  • Previous experience in a higher education setting.

  • Prior experience working with sponsored research projects.

Technical Skills or Knowledge:

  • Computer software expertise, proficient in the use of Adobe and MS Office Suite with a strong emphasis on Excel.

Preferred Competencies

  • Ability to function in a fast-paced work environment to meet deadlines.

  • Demonstrate careful attention to detail and exemplary organization skills.

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

  • Excellent problem-solving skills.

  • Flexible and adaptable.

  • Ability to always maintain civility and professionalism. Diplomatic and customer service-based approach to interacting with colleagues and others.

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

Working Conditions

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

Application Documents

  • Resume (required)

  • Cover Letter (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


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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