Post-Award Administrator

University of Chicago

University of Chicago

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


BSD MED - Grants - Post Award

About the Department

The Department of Medicine was the first department created when the medical school began over 110 years ago. It has evolved into the largest department not only in the medical school with over 300 full time faculty but is also the largest department in the University. The main missions of the Department of Medicine, scholarship, discovery, education and outstanding patient care, occur in a setting of multicultural and ethnic diversity. These missions are supported by exceptional faculty and trainees in the department. The Department of Medicine also takes great pride in providing unparalleled, comprehensive and innovative patient care. The Department's clinical excellence is continually recognized by the highly regarded US News and World Report. Each of the Department's sub-specialty practices are recognized as programs of national, regional, and local distinction for our novel diagnostic and therapeutic patient care offerings. The Department of Medicine has a long and proud history of research and discovery in the basic, clinical and translational sciences. Currently, the Department of Medicine is among an elite group of medical centers who are leading in the discovery and delivery of personalized medicine. Our impressive pool of talented researchers is renowned for bridging the bench to the bedside, and clinical research evaluations of new drugs and devices. The educational mission of the Department of Medicine is to train exceptional healers and the future leaders in academic medicine. The Department is home to four top residency programs (Internal Medicine, Emergency Medicine, Dermatology and Medicine-Pediatrics) and twelve fellowship programs, including seven federally-funded training grants. Diversity of housestaff and faculty is a key priority in our enterprise, both to cultivate leadership from underrepresented minorities and women and to reflect the ethnic and racial makeup of the patients we serve. Our trainees and faculty are recruited from top medical schools in the country.

Job Summary

The Post-Award Administrator provides financial management in an intensive customer service environment for the Department of Medicine.

This position is eligible for a flexible work arrangement.


  • Serves as a primary account administrator for account owners.

  • Creates accounts and works within the Financial Accounting System.

  • Allocates, authorizes, monitors, and controls expenses.

  • Manages check and wire-transfer deposits and earnings invoicing for industry funded clinical trials.

  • Maintains accurate accounts receivable and payable data in VETS (Visit Earnings Tracking System).

  • Maintains, oversees, reconciles, and corrects errors in accounts.

  • Processes clinical research and core bills for payment. Works with other administrators on the procurement process including purchasing, internal requisitioning, and personal and travel reimbursements.

  • Allocates and authorizes expenditures.

  • May work with administrators to manage financial and administrative aspects of sponsored project proposal preparation, submission, and post-award grant administration.

  • Advises and assists in most relations and communications with funding agencies, subcontractors, and others.

  • Monitor expenditures on approximately 560 active individual faculty accounts.

  • Propose solutions to discovered problems and fix according to proper policy and procedure.

  • Compare actual spending to original budget and identify any variances with particular attention being paid to faculty salary.

  • Develop a working knowledge of University policies and procedures as well as a working knowledge of policies and procedures of various funding agencies.

  • Create and maintain excel spreadsheets and Access databases as necessary to track Section finances.

  • Work closely with Section Administrators to effectively manage faculty accounts and ensure proper spending.

  • 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.


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

  • Budgets, ledgers, invoices, and fiscal reporting.

  • One or more aspects of sponsored program administration in a research environment.

  • Accounting systems.

Technical Skills or Knowledge:

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

Preferred Competencies

  • Mathematical aptitude.

  • Strong analytical and organizational skills.

  • Strong interpersonal, verbal, and written communication skills.

  • Work closely with senior University officials.

  • Independently complete projects on time and accurately with minimal supervision.

  • Flexibility and ability to work effectively under considerable time pressure.

  • Work non-traditional hours.

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


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.

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.