Grant Administrator

University of Chicago

University of Chicago

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Chicago, IL, USA
Posted on Monday, December 18, 2023


BSD SUR - Research Services: Pre-Award

About the Department

Operating since 1927 on a strong foundation of multidisciplinary clinical and academic excellence, the University of Chicago Department of Surgery's mission is to meet the most challenging and complex health problems on both a local and global scale. Many of our faculty members are known for their contributions to the advancement of groundbreaking surgical procedures and techniques, including minimally invasive surgery. In addition to our department's clinical work, our scientists pursue a diverse range of basic, translational, and clinical research projects, including studies on the gut microbiome, tissue bioengineering, stem cell research, cancer, and immunotolerance. This ongoing work and achievement would not be possible without the cohesive effort and commitment of the faculty and staff. We are looking for high-energy, collaborative individuals who share our commitment to improving the health of patients in the community and beyond.

Job Summary

This position provides professional support for pre-award activities relating to grant and contract proposals and funding within the Department of Surgery. Pre-award activities include preparing grant applications, budgetary assistance, and editing proposals according to guidelines. Performs work with moderate guidance and utilizes knowledge of University and business drivers.


  • Ensures that notices of relevant new funding opportunities for research programs are brought to the attention of faculty and fellows.
  • Gathers needed documentation and manages the execution of sub-awards, sponsored consulting agreements, amendments, and material transfer agreements.
  • Works with a broad array of sponsors, interpreting regulations and guidelines of multiple programs with broad and complex guidelines for proposal preparation and grant management.
  • Works directly with the PI to develop proposal budgets and reconcile award budgets in accordance with the needs of the research plan, agency, and University requirements.
  • Responsible for timely submission of grant proposals and processing of other agreements.
  • Coordinates grant award management, including submission of progress reports, non-competing continuations, ensuring timely submission of technical reports, invention statements, just-in-time submissions, no-cost extensions, and re-budgeting.
  • Works closely with Post Award Manager to transition grant administration upon award.
  • Responsible for all data entry and internal routing of grant proposals in the AURA-Grants system.
  • Tracks and reports faculty academic productivity through publications databases and other metrics.
  • Manages and maintains relationships with external collaborators such as NIH, DOJ, DOD, UChicago Research Administration, and collaborating departments.
  • 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

Technical Skills or Knowledge:

  • Read, comprehend, explain and apply grant and contract terms and conditions, and provide guidance.
  • Strong computer skills including word processing, database management, and spreadsheet skills.

Preferred Competencies

  • Excellent verbal and written communication skills.
  • Attention to detail.
  • Flexible and adaptable.
  • Strong financial and analytical skills.
  • Research issues and propose solutions to problems.
  • Exercise sound judgment, discretion, and tact.
  • Work with individuals from across the division and University.

Application Documents

  • Resume/CV (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.

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.

This job is no longer accepting applications

See open jobs at University of Chicago.