Department
Provost URA: Pre-Award Services
About the Department
Job Summary
The Sponsored Development Specialist is responsible for preparing, reviewing, and submitting proposals for support of research, training, and other sponsored activities at the University of Chicago. External funding to the University that is managed by University Research Administration includes all submissions involving federal grants, cooperative agreements, and contracts; all submissions to domestic and foreign non-pro\fit entities; all submissions to corporate sponsors (for-profit sponsors), State of Illinois, and City of Chicago agreements; and all submissions for federal flow-through subawards to the University that are passed through from all other sponsors. The position requires direct contact with professional staff at the federal government, with non-federal sponsors, corporate sponsors, with other institutions, and with faculty and administrative staff at the University.
Requires knowledge and experience in pre-award research administration, while still acquiring higher-level knowledge and skills in the field. Builds knowledge of the organization, processes, and customers. Solves a range of problems. Analyzes possible solutions using standard procedures. Receives guidance and direction as needed, but the expectation is for the individual to be an independent contributor.
Responsibilities
Prepares the full administrative portions of a proposal for designated opt-in partners, which require professional assistance in the development of a proposal application.
Provides additional support for large, complex proposals to any department or unit to increase consistency and expertise in the application process.
Supports the pre-award activities for all sponsored projects for the University departments and units as assigned or directed.
As assigned or requested, provides review and approval of proposal submissions prepared by departmental and unit grants personnel and routed through the AURA Grants system for institutional approval.
Provides pre-award proposal review for assigned campus units, reviews applications to ensure compliance with agency and institutional guidelines, regulations and policies.
Provides written comments on applications in AURA Grants and coordinate with local units and PI for timely and accurate submission of applications; reads and interprets agency guidelines and policies. Informs related offices as needed for input.
Coordinates contact with external funding sources, acting as a liaison between the sponsoring agency and the University community to obtain and process pre-award or proposal information.
Reviews and provides institutional endorsement for all modifications or file updates (Just-in Time (JIT)) including revised budgets, regulatory protocol approvals, subaward commitments, determination of subaward vs vendor documentation and any other documentation materials requested the agency prior to an award.
Coordinates with the Award team counterpart at the transition from proposal to award to ensure a timely and smooth hand-off; exercises final institutional signature authority for proposals and JITs submitted (up to delegated dollar limit) and transmits proposals and other documents, including report submission, using various sponsors’ systems – federal and non-federal.
Confirms appropriate evidence of approvals that commitments (cost sharing, matching, space) made in proposals can be honored, to help protect the University from the inability to meet proposal requirements and to protect the University and PI from potential claims that might arise resulting from work proposed or completed under a sponsored project.
Communicates and collaborates with University departments, and teams within URA as well as technology transfer and compliance teams to facilitate smooth transition throughout the full sponsored project life cycle; update AURA as necessary when are not funded, withdrawn, or not routed.
Coordinates and/or assists with other activities and/or special projects in coordination with the Assistant Director, Sponsored Programs Pre-Award.
Performs other duties as assigned or requested by the Assistant Director, Sponsored Programs Pre-Award.
Reviews Sponsor guidelines and processes or develops proposals in compliance with University and sponsor policies and assists with other grant and contract activity within AURA-GRANTS; escalates issues accordingly within the office of University Research Administration.
Prioritizes work in order to complete assignments in a timely manner.
The individual is a member of a Team and must contribute to the team effort, as needed. This will involve assisting colleagues to ensure timely service to departments, units, and sponsors as needed and to perform back-up duties during vacation or sick leaves of other pre-award team staff.
Through interaction with a variety of federal and non-federal funding agencies, faculty, and staff, provides professional assistance with the administration and coordination of proposals and awards in research and training.
Provides faculty and administrators with application preparation, analyzing possible solutions to problems that arise using standard procedures. Reviews, interprets, and negotiates contract and grant terms to determine compliance and/or conflict with federal regulations and procedures.
With moderate guidance, helps to obtain sponsor approvals for major changes to project work scope, etc. Transmits proposals and manages post award administration, gathers and submits closeout documentation, and maintains records. Ensures completeness and accuracy and coordinates any internal controls prior to the submission of documents to awarding agency.
Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include a college or university degree in related field.
Work Experience:
Certifications:
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Preferred Qualifications
Education:
Bachelor's degree in business or liberal arts field.
Experience:
Prior experience working with sponsored research administration (i.e., research administration, pre-award and post-award management) in an academic environment a plus.
Participation interpreting sponsored research grants and contracts, and working with budgets, ledgers, invoices and fiscal reporting strongly preferred.
Technical Skills or Knowledge:
Knowledge of the Uniform Guidance or interpretation of similar regulations strongly preferred.
Proficiency in the use of University of Chicago systems such as Huron Research Suite, Oracle Cloud, and Workday.
Strong computer skills including word processing, database management and spreadsheet skills (Microsoft Office suite and Adobe suite a must).
Ability to develop proficiency and work with various sponsor/third-party electronic systems.
Preferred Competencies
Independence: Work independently with a high degree of initiative, curiosity and minimal supervision. Willingness to learn new skills, take on new challenges, and ability to effectively interact and collaborate with all levels of university administrators and faculty members. Make decisions independently that will have downstream impacts on the management of sponsored projects.
Communication Skills: Excellent oral and written communication skills with the ability to interact effectively with a diverse range of stakeholders, with faculty and administrative staff at the University, and close collaboration with all staff within the office of University Research Administration.
Service Orientation: Positive, service-oriented attitude with a courteous demeanor, maintaining professionalism in all interactions. Ability to develop and manage interpersonal relationships.
Discretion and Confidentiality: Ability to handle sensitive and confidential situations with absolute discretion and maintain confidentiality.
Attention to Detail and Accuracy: Exceptional attention to detail and thoroughness in completing tasks accurately. Work on multiple projects simultaneously, set priorities, and meet deadlines.
Organizational and Multitasking Skills: Strong organizational skills with the ability to multitask, meet deadlines, and navigate ambiguity in a fast-paced work environment. Interact by phone, email, online meetings or in person with faculty and administrative staff at the University and occasionally with staff of federal government, non-federal sponsors, and other institutions and organizations.
Judgment and Project Management: Sound judgment with the ability to prioritize and anticipate potential issues and address them proactively.
Adaptability and Feedback Reception: Stay current with technology and digital tools. Ability to maintain composure under pressure, work flexible hours as needed, and respond constructively to feedback.
Working Conditions
Interact by phone, email or in person with faculty and administrative staff at the University and occasionally with staff of federal government, non-federal sponsors, and other institutions and organizations.
Sit for 4 hours or more.
Use computers extensively for 4 hours or more.
Use standard office equipment and troubleshoot IT equipment in a remote/hybrid environment.
Some evening and weekend work may be required.
Application Documents
Resume/CV (required)
Cover Letter (preferred)
References Contact Information (3)(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
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
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
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 equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.
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.
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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