Senior Pre-Award Administrator

Department

PSD Local Business Center

About the Department

The Physical Sciences Division (PSD) has a rich history of advancing and defining new fields of discovery in the physical sciences and mathematics, and this tradition of innovation continues today. Our inquiry and impact spans from the edge of the observable universe to human-computer interaction, from biophysical materials science to the geologic record of seawater composition, from gravitational waves to geometric flows, and beyond.

The Physical Sciences Division Local Business Center (PSD-LBC) provides grants and finance management support to faculty, researchers, and administrators for many of the organizations (departments, research centers, and institutes) within the Physical Sciences Division. Our goal is to provide high levels of service in order to advance the PSD’s mission in research and education.

Job Summary

The Senior Pre-Award Administrator in the Physical Sciences Division is a key leadership role within the Local Business Center (LBC). Reporting directly to the Director of Grants and Contracts, the Senior Pre-Award Administrator will perform a crucial role in managing the coordination of large-scale and complex proposals within the LBC, providing unit review, and supporting an assigned complex pre-award portfolio, which includes facilitating the development and initiation of research grants and contracts within the Data Science Institute.

Responsibilities

• Working directly with the Director of Grants and Contracts, updates standard operating procedures (SOPs) in alignment with institutional guidelines and federal regulations.
• Regularly reviews and updates policies to ensure compliance with evolving regulations and best practices.
• Leads complex proposal submissions within assigned portfolio.
• Conducts divisional review of proposals routed within the LBC.Identify changes required for compliance with divisional and institutional best practices and policies.
• Supports the timely submission of required annual reports and continuation applications.
• Provides feedback to the Director of Grants and Contracts on policies and opportunities for process improvement to streamline pre-award processes and team efficiency.
• Works with faculty and staff to identify, prepare, and submit grant applications to federal and private sources and secure sponsored funding from federal and local granting agencies as well as foundations.
• Attends institutional meetings that focus on grants management and establishes and maintains appropriate working relationships with both internal and external agencies.
• Serves as department contact for annual audits and agency site visits.
• 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.
• 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.
• Provides feedback to the administrator on the proposal to provide immediate and practical instruction on areas for improvement.
• Based on patterns seen within reviews, communicates to the Director suggested enhancements to SOPs or additional training that may be needed for the pre-award team.
• Provides specialized support for the research enterprise within a department or unit, including pre- and/ or post-award administration for all sponsored activity. Serves as liaison between PIs, University administrative offices, and external agencies.
• Ensures service and communication to PIs, standardized information, best practices development, and that all faculty and research staff are aware of any new grant policies and changes.
• Analyzes industry trends and remains current with agency and regulatory changes. Monitors department/ unit compliance with University, Divisional and Department policies and procedures and implements corrective actions for issues identified.
• Performs other related work as needed.

Minimum Qualifications

Education:

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

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Master’s degree.

Experience:

• Extensive experience in research administration, grants management, or a related field strongly preferred.

Preferred Competencies

• Strong leadership and managerial skills, with a track record of successfully leading teams.
• Proficiency in grant proposal development, including budget preparation and narrative writing.
• Knowledge of federal and state regulations related to research administration.
• Exceptional communication and interpersonal skills.
• Ability to work effectively in a fast-paced and collaborative environment.
• Familiarity with research administration software and systems.
• Commitment to the University of Chicago's mission and values.

Working Conditions

• This position is eligible for a remote work schedule.

Application Documents

• Resume (required)
• Cover Letter (required)
• References (preferred)

Job Family

Financial Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$85,000.00 - $120,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

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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