Grant & Contract Administrator

University of Chicago

University of Chicago

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Chicago, IL, USA
Posted on Tuesday, January 9, 2024


BSD PED - Research Administration

About the Department

Department of Pediatrics at the University of Chicago is a dynamic and stimulating place to work. We strive for the highest level of complex care for children from diagnosis and treatment; provide outstanding education and training for students, postgraduate scholars, and physicians; and nurture the research of Department scholars who seek to elucidate the causes of pediatric disease and identify promising new therapies. In addition to our provision of clinical care at UChicago Medicine (UCM) Comer Children’s Hospital and at our regional sites, we are currently expanding our clinical care across Northern Illinois and Northwestern Indiana. In collaboration with our partners in the Chicagoland Children’s Health Alliance (CCHA; Advocate Children’s Hospital, and NorthShore University Health System). CCHA has responsibility for the care of almost 1 million children. The Department has 6 ambulatory sites and 3 inpatient sites of care across the region with the goal of providing care ‘close to home’ whenever feasible (https://pediatrics.uchicago.edu/). Our mission is to improve the health of every child entrusted to us, in an inclusive environment that is committed to family-centered care, clinical excellence, impactful scholarship, effective disease prevention, and advocacy for the appropriate care of every child. We are especially committed to the children on the South Side of Chicago and to altering the inequities in healthcare. The Department of Pediatrics has approximately 185 physicians, physician-scientists, and scientists in 15 sections that cover the range of pediatric care. Our education program serves the students of the College, the Pritzker School of Medicine (PSOM), 70 categorical pediatric residents, 6 child neurology residents, 58 fellows, and numerous graduate students and post-doctoral fellows. The Department has a staff of 220 advanced practice providers, administrators, research administrators, clinical research associates, and laboratory staff. The Department has an expanding portfolio of Federal, foundational, and Philanthropic awards, and is committed to doubling its research base in the next three years.

Job Summary

This position will be eligible for an alternative work arrangement.

The job performs routine pre-award and post-award activities relating to grant and contract proposals and funding within the Department of Pediatrics. Pre-award activities include preparing applications, editing proposals, budget development, and managing external subaward communication for contracts. Post-award activities include compliance monitoring, payment processing, financial reporting, and salary allocations. A passion for finance experience, attention to detail, and a strong client service ethic are important in this role. Performs work with moderate guidance and utilizes knowledge of University and business drivers.


  • Contributes to team efforts by assisting colleagues to ensure timely and accurate service to Principal Investigators and sponsors. May perform back-up duties during vacation or sick leaves for another team member.

  • Assists in the creation and completion of all non-science parts of research administration from proposal development to account closeout.

  • Maintains electronic databases as they pertain to the financial and award management of accounts.

  • Attends institutional and outside training classes that cover grant submissions, financial management, pre and post award topics, and computer training.

  • Develops a working knowledge of University policies and the fundamentals of sponsored academic research in a medical institution.

  • 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


  • A college or university degree.


  • At least 2 years of work experience in finance, accounting, business operations, grant, contract and/or clinical trial administration.

  • Proficiency with computers, including electronic spreadsheets, databases, financial systems, and word processing applications.

  • Experience working in an alternative work arrangement including remote work and/or hybrid in-person.

Preferred Competencies

  • Strong financial and analytic skills with understanding of financial processes and controls including the reconciliation process.

  • Demonstrate attention to detail and exemplary organization skills.

  • Demonstrate ability to clearly communicate and discuss financial information with research staff, sponsors, department, and university administrators.

  • Ability to manage and prioritize multiple projects/tasks simultaneously.

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

  • Maintains patient confidentiality per HIPAA regulations.

  • Proactive, solution-oriented; possess exceptional analytical skills necessary to review a sponsored award agreement, determine the type of award, payment terms, reporting requirements, and budget limitations.

  • Work with various University electronic systems.

  • Interpret sponsor guidelines and regulations to ensure accurate response.

  • Review sponsor guidelines and manage awards in compliance with University and sponsor policies.

  • Customer service is a high priority of the office; maintain civility and professionalism at all times.

  • Excellent verbal and written communication skills.

  • Develop and manage interpersonal relationships.

Working Conditions

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

  • Make decisions independently that will have downstream impacts on the management of sponsored projects.

  • Manage detail-oriented workload, organize and prioritize projects during high-pressure and high-volume workload periods.

  • Exercise sound judgment and absolute discretion regarding confidential matters with tact.

  • Handle multiple, concurrent tasks.

  • Interact by phone, email or in person with faculty and administrative staff and occasionally with staff of federal government, non-federal sponsors, and other institutions and organizations.

Salary Range

  • $55K - $85K

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.

This job is no longer accepting applications

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