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Post-Award Administrator

University of Chicago

University of Chicago

Software Engineering
Chicago, IL, USA
Posted on Friday, January 19, 2024

Department

UL Crime Ed Lab


About the Department

Who We Are: In cities across the country, people face high rates of gun violence, under-resourced schools, and social harms associated with the criminal justice system -- all of which disproportionately impact people of color. These inequalities have profound consequences on public safety and opportunity. As a society we have failed to address these challenges, in part, because of our lack of understanding of the most effective and cost-effective solutions that can have a real impact on people’s lives. We believe that rigorous research can help. The University of Chicago Crime Lab and Education Lab partner with cities and communities to use data and rigorous research to design, test, and scale programs and policies that enhance public safety, improve educational outcomes, and advance justice. Our mission is to combine world-class data science and research, in partnership with government agencies, to substantially improve the effectiveness of the public sector and achieve impact at scale. To learn more about the Crime Lab and Education Lab, visit https://urbanlabs.uchicago.edu/labs/crime.


Job Summary

The Post-Award Administrator is responsible for all financial and non-financial post-award activities for all sponsored projects at the Crime Lab and Education Lab. Identifies and remediates deviations from established account management expectations. This person works with a diverse team of Principal Investigators, Research Directors, staff and partners involved in the administration of grants and contracts. Develops and implements efficient and effective processes related to post-award grant administration. This position reports to the Sr. Grants and Finance Manager and works closely with the Sponsored Research Manager and Chief Operating Officer.

Responsibilities

  • Maintains accounts including oversight, reconciliation, error correction, invoicing and account receivable balances. Prepares re-budgets and no cost extension requests.
  • Prepares detailed expense budgets based on awarded funds from the agency.
  • Allocates, authorizes, monitors, and controls expenses.
  • Understands regulations and guidelines related to various awarding agencies.
  • Ensures all required post award documents and reports are filed on a timely basis.
  • In coordination with the Senior Grants and Finance Manager, develops, implements, and maintains internal financial control systems to ensure compliance with relevant sponsored research policies and with all IRS, legal, and regulatory requirements.
  • Analyzes industry trends and stays current with agency and regulatory changes.
  • Monitors Department compliance with relevant University and Department policies and procedures and recommends corrective action and process improvements as needed.
  • Develops and conducts post-award administration trainings for staff as needed.
  • Reviews budgets and maintains staff allocation database to ensure compliance with payroll. Enters payroll allocations into UChicago Workday HRIS System.
  • Works with other 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.
  • May work with other administrators on the procurement process including purchasing, internal requisitioning, and personal and travel reimbursements.
  • Proposes solutions to discovered problems and resolves issue according to proper policy and procedure.
  • Compares actual spending to original budget and identifies any variances.
  • Serves as a primary account administrator for account owners.
  • Develops a working knowledge of University policies and procedures as well as a working knowledge of policies and procedures of various funding agencies.
  • 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

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Experience:

  • Knowledge and skills developed through 2+ years of work experience in a related field of sponsored research and compliance administration.
  • Submitting grant proposals to a variety of sponsors including federal agencies, private foundations, and state/local governments.
  • Budget planning and forecasting, ledgers, invoices, and fiscal reporting.
  • Background working in a higher education or non-profit environment.
  • Managing post-award activities, especially projects that are funded by multiple sponsors.

Certifications:

  • Certified Research Administrator (CRA) certification.

Technical Skills or Knowledge:

  • Financial and accounting systems such as Workday or Oracle/Peoplesoft.
  • Proficient with Microsoft Word and Excel, advanced Excel skills.

Preferred Competencies

  • Deal effectively with a diverse workforce in a complex research environment.
  • Exceptional analytical skills with high attention on technical and non-technical details.
  • Exceptional oral and written communication skills and comfortable with a consultative approach to interacting with employees.
  • Excellent organizational skills, with previous project management experience.
  • Resourceful problem-solver and critical thinker; proactive in leveraging opportunities and anticipating and averting problems.
  • Handle all employment information and issues with absolute discretion - confidentiality is essential.

Application Documents

  • Resume/CV (required)
  • Cover Letter (required)
  • References Contact Information (3) (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

Exempt


Pay Frequency

Monthly


Scheduled Weekly Hours

37.5


Benefits Eligible

Yes


Drug Test Required

No


Health Screen Required

No


Motor Vehicle Record Inquiry Required

No


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.