Grant and Contract Specialist

University of Chicago

University of Chicago

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


BSD PHS - Grant and Contracts

About the Department

Public Health Sciences (PHS) is the home in the Biological Sciences Division to biostatistics, epidemiology and health services research. These core fields in public health research share a focus on the development and implementation of complex analytic methods to understand the determinants of health, the efficacy of experimental treatments, and the structure of health care at the population level. Bringing together these fields in one department underscores their commonality and enhances opportunities for interdisciplinary research. Faculty members lead local, national, and international studies, and also welcome opportunities to collaborate with faculty across the Biological Sciences Division and the university. Substantively, our research themes include social and environmental determinants of health, genetics and disease, the economics of health care, and the evaluation and implementation of new technologies in public health and clinical care. In terms of methodological expertise, areas in which our faculty has developed innovative approaches include: risk factor measurement; multilevel, clustered and longitudinal data; clinical trials; administrative health data; social networks; and statistical methods to assess the genetic and molecular basis of disease.

Job Summary

The Grant & Contract Specialist provides professional support for pre-award and/or post-award activities relating to grant and contract proposals and funding within the Department of Public Health Sciences. Pre-award activities, approximately 90% effort, include identifying potential research funding opportunities; preparing grant and contract applications; editing proposals, preparing and maintain subaward agreements, both domestic and international; reconciling Notice of Awards and award budgets; preparing progress reports; working with faculty and administrators on Just-in-Time and No Cost Extension requests; preparing and submitting Material Transfer Agreements and Data Use Agreements; and maintaining compliance with funding agency guidelines.

Limited Post-award activities, approximately 10%, may be possible and would include compliance monitoring, payment processing, and salary allocations. Performs work with moderate guidance and utilizes knowledge of University and business drivers. Analyzes possible solutions using standard procedures.


  • Works directly with faculty to identify, prepare, and submit proposals to NIH and other non/federal sponsors and ensures timely submission of required annual reports, continuation applications, just-in-time submissions, no-cost extensions, or other administrative changes.

  • 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. Gathers needed documentation and manages the execution of sub-awards, sponsored consulting agreements, amendments, material transfer agreements, and data use agreements.

  • Works closely with department grants office senior leadership to effectively manage financial components of research projects. This includes award management of internal pilot projects, foundations, non-federal sponsors, and multi-million NIH grants; and working with multiple collaborating institutions and foreign entities.

  • Establishes and maintains appropriate working relationships internally and externally and serves as a unit contact for administrators outside of the department. Attends institutional meetings and training opportunities that focus on grants and contracts management.

  • Works in conjunction with the post-award administrator to prepare and submit annual Progress Reports for awarded grants and contracts including, but not limited to, personnel forms, science updates, annual effort aggregates, publications through NCBI and Final Invention Statements.

  • Seeks new avenues for funding and grant opportunities and ensures that notices of relevant opportunities are brought to faculty’s 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 in related field.


  • Submission of NIH grant proposals.

  • Preparing large, multi-site grant budgets.

  • Working in academic setting.

  • Both domestic and international collaborations.

Technical Skills or Knowledge:

  • Ability to have rapid proficiency in University systems and a high level of proficiency in Word and Excel.

Preferred Competencies

  • Ability to analyze, interpret and implement university policy and procedures and sponsor guidelines and regulations to ensure accurate response.

  • Ability to keep abreast of NIH policy updates and implement changes accordingly.

  • Ability to work successfully with university students, faculty, and staff.

  • Strong written and verbal communication skills.

  • Strong analytical, organizational, and interpersonal skills.

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

  • Ability to take initiative and manage multiple projects simultaneously, and work under pressure with minimal supervision.

Working Conditions

  • This position will be eligible for an alternative work arrangement.

Salary Range

  • $55,896 to $93,204

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

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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.

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