Grants and Contracts Administrator

University of Chicago

University of Chicago

Chicago, IL, USA
Posted on Tuesday, December 12, 2023


BSD RAD - Finance

About the Department

Annually named to the US News & World Report list of the best hospitals in the USA, the clinical facilities at the University of Chicago currently includes Mitchell Hospital, a 395-bed adult hospital facility, Comer Children’s Hospital with 155 beds, and the Duchossois Center for Advanced Medicine, a 525,000 square foot outpatient clinic and surgery facility. In addition, a 1.2 million square foot new hospital, the Center for Care and Discovery, opened in February 2013. The Department of Radiology operates facilities in all of these locations to provide multidisciplinary care and education.

Job Summary

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. This position is eligible for a remote work schedule.


  • Pre-award Management: manages pre-award grant and contract submissions, and negotiates awards. Assist faculty in the development and preparation of grant and contract proposals. Ensures all applications meet agency and University guidelines. Promotes timely submission of applications. Identify potential sources of financial support for research programs through program funding announcements or accessing BSD funding databases.

  • Post-award Management: responsible for post-award activities including managing account expenditures, invoicing, financial reporting, procurement of goods and services, and closing of accounts. Establish accounts and maintain financial records on all research/gift accounts.

  • Coordinate with Radiology HRM personnel re-appropriate funding for all non-academic research personnel. Ensures that staff funded from multiple sources is appropriate distributed.

  • Facilitate faculty planning and management of financial resources by providing regular financial status reports to principal investigators. Works with faculty to maximize use of funds and plan resource allocation to ensure that all awards are fully utilized. Coordinate grant closeouts to ensure that all funds are appropriately utilized by grant expiration.

  • Provide management with summary reports on pending grant and gift proposals, projected expenditures, and projected faculty salary savings.

  • Provide analysis of projected expenditures for the unrestricted budget.

  • Review expenditure documents for appropriateness and completeness and approve payments.

  • 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


  • Bachelor's degree.


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

Preferred Competencies

  • Familiarity with federal and non-federal grant and contract policies strongly preferred; proficiency with Microsoft Excel.

  • Experience with University accounting systems.

  • Strong financial analytic skills and a resourceful approach to problem-solving.

  • Exceptional verbal and written communication skills.

  • Ability to exercise sound judgment, discretion and tact.

  • Flexibility and ability to handle multiple, concurrent tasks and the ability to maintain effectiveness under deadlines.

  • Personable, professional, and consultative work style.

Working Conditions

  • This position is eligible for a remote work schedule.

Salary Range

  • $65,000 - $75,000

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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