Department

PSD Local Business Center

About the Department

The Physical Sciences Division 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 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

Reporting to a Grants & Contracts Manager in the PSD Local Business Center, the Grants & Contracts Supervisor will have responsibility for management and oversight of activities including accounting, budgeting, pre- and post-award grant administration, recharge operations, purchasing, payroll for an assigned group of Faculty within a department in the Physical Sciences Division. Typically supervises a group of Grants & Contracts Administrators.

Coordinates activities with other Managers within the PSD and other administrative units outside the Division, such as Research Administration, Financial Services and Shared Services offices as needed. Works closely with the department manager to coordinate support for the faculty. Partners with Human Resources to effectively hire and support employees. Works as a member of the LBC leadership team to develop improved practices and knowledge sharing across the LBC. This position is eligible for a hybrid work schedule.

Responsibilities

Manages all pre and post award activities for the assigned cohort of faculty within the designated Department.

Oversees the work of a group of Grants & Contracts Administrators and trains them in the fundamentals of pre- and post-award account management, including supporting grant submission, developing financial projections, and providing support for purchasing and reimbursement.

Manages employees by establishing annual performance goals, allocating resources, assessing annual performance.

Oversees hiring, mentoring, and training new team member to shape and deliver on ambitious goals associated with the growing number of grants and contracts within the department.

Develops training materials and standard operating procedures that can be used and shared within the team.

Serves as the back up to the Grants & Contracts Manager, supervising staff and serving as a leader within the Local Business Center.

Serves as the primary pre-award contact for administrators outside of the department.

Provides oversight of faculty research accounts including providing updated projections.

Manages the development and initiation of research grants, contracts, and data use agreements.

Work with faculty and staff to identify, prepare, and submit proposals to federal and private sources.

Responsible for non-sponsored award accounting functions.

Responsible for the timely submission of required annual reports and continuation applications.

Works closely with post-award account administrators to ensure that award activities and spending adheres to award terms and conditions.

Attends institutional meetings that focus on grants management and establish and maintain appropriate working relationships internally and externally.

Creates effective channels of communication within the team, and with faculty, to ensure there is appropriate coordination and record keeping to support the day- to -day operations within the Local Business Center.

Troubleshoots complex service/support problems for all levels of staff/management.

Proactively identify solutions to create greater efficiencies.

Ensures compliance with federal and University guidelines.

Supervises employees directly including selection, training, performance appraisal and work allocation. 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.

Monitors industry trends and remains current with agency and regulatory changes. Plans for 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 or an equivalent combination of education and experience.

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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Experience:

Knowledge of accounting and mathematical aptitude.Knowledge of federal and nonfederal grants and contracts administration, including effective budgeting, submission requirements, reporting and administration.Experience with grants and contracts management systems and reporting.

Technical Skills or Knowledge:

Strong computer skills including word processing, database management, and spreadsheet skills (Microsoft Excel).

Preferred Competencies

Demonstrated leadership skills and mastery in effectively managing staff and operations.Strong financial, analytical, and organizational skills.Exceptional oral and written communication skills; comfortable with a consultative approach to interacting with employees and faculty.Exceptional attention to detail and organizational skills.Time management skills.Demonstrated administrative skills.Ability to be flexible and adaptable to changes in workflow and procedures.Ability to analyze, interpret and implement University policy and procedures and sponsor guidelines and regulations.Ability to keep abreast of NIH and NSF policy updates and implement changes accordingly.Ability to multitask and manage multiple projects with deadlines in client-service environment.Ability to work closely with leaders across the PSD and University.Ability to work under pressure and help others effectively manage multiple tasks and deadlines.Strategic thinking; demonstrated resourcefulness, pro-active problem-solver, and critical thinker.Ability to maintain strict confidentiality, including handling salary information and employee issues with absolute discretion.Diplomatic and customer service-based approach to interacting with colleagues and others.Excellent interpersonal skills and ability to interact/communicate professionally with clarity, tact and courtesy with staff, faculty, students, and others in the division and the university.Work effectively as a part of a team.Exercise independent judgement, and work under limited guidance due to previous experience/breadth and depth of knowledge of administrative processes.Work independently on complex or high impact assignments which require the regular use of creativity and understanding of operational impact.

Working Conditions

This position is eligible for a hybrid work schedule.

Application Documents

Resume (required)Cover Letter (required)References (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

People Manager

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

$100,000.00 - $125,000.00

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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