Sponsored Program Specialist

Provost URA: Opt-In Post-Award Services University Research Administration has the responsibility to review and provide institutional endorsement for all proposals to federal and other external sponsors (excluding gifts), assuring compliance with University policies and sponsor terms and conditions. URA is the institutional authority for the negotiation and acceptance of financial support or other contractually-binding obligations in the form of a contract, grant, or agreement, including material transfer agreements and clinical trials. URA Sponsored Development Services (SDS) is a team of dedicated Sponsored Development Managers and Specialists who provide pre-award support for opt-in partners across campus at The University of Chicago. These services include support for proposal development, pre-proposals, or Letters of Intent (LOIs), Just-In-Time (JIT) requests and assistance navigating sponsor policies and interpreting guidelines.

URA Sponsored Program Services (SPS) is a team of dedicated Sponsored Program Managers and Specialists who provide post-award support for opt-in partners funded research portfolios across campus at The University of Chicago. These services include support for post-award administrative and financial matters associated with a sponsored research portfolio, and assistance navigating sponsor policies and interpreting guidelines so that the faculty member may focus on the technical and academic content of their research.

URA Sponsored Program Services (SPS) provides post-award support of faculty members funded research portfolio. The support includes a dedicated URA Sponsored Programs Specialist assigned to work with each faculty member on all post award needs. The support is designed to handle administrative and financial matters associated with a faculty member’s research portfolio so that the faculty member may focus on the technical and academic content. Portfolio volume and complexity are reviewed at least annually to ensure reasonable assignments within the URA SPS post-award team.

The job uses best practices and knowledge of sponsored activities to support the functional post-award areas of URA focused on research, training, and other sponsored activities at the University, building upon knowledge of the University, processes, and customers; assists in the development of research compliance education programs.

The Sponsored Program Specialist is responsible for all duties of a departmental post-award grant specialist including identifying and re-mediating deviations from established account management expectations. This position is responsible for the oversight of day-to-day sponsored program activities for an assigned portfolio of faculty researchers; this will primarily involve financial management of a faculty member’s sponsored research funding. The Sponsored Program Specialist is expected to have the ability to work with minimal supervision and interact with faculty and administrators from different institutions and outside entities to make independent decisions. This position also requires the ability to analyze, interpret and implement financial data, sponsor guidelines, and University policies and procedures.

• Works directly with PIs or their delegates to facilitate management of grant activities. Management includes expenditure and budget reviews, audit of invoices and billings, monitoring accounts and preparing financial reports and projections for grants and other sponsored agreements.
• Notifies PIs of availability of funds while assisting and advising faculty in financial and project activities by implementing fiscal reporting process. Meets established account management expectations, identify deviations and resolve problems.
• Prepares monthly, quarterly and/or yearly reports as necessary.
• Interact with participants, external entities, sponsors, faculty, and other University of Chicago offices including departmental staff and central research administration staff to gather relevant information for the operation management of the sponsored project portfolio.
• Assists in training personnel who report to the PI on research administration operational policies and procedures.
• Works with pre-award staff to follow projects from the pre-award stage to the post-award stage.
• Assists with answering key operational questions on behalf of the PI.
• Participates in multi-disciplinary projects related to goals of Post-Award Services in a very dynamic environment.
• Makes decisions independently with minimal supervision.
• Coordinates with faculty by organizing risk analysis sessions and conduct statistical analysis of data.
• Tracks project timelines, ensure follow-up, and provide timely reports to PIs and sponsors with proactive support of award management.
• Work with faculty and administration from multiple universities, organize projects and execute them independently. Work with faculty to develop plan for account management. Assist with technical reporting as needed.
• Assists with maintaining compliance for Animal and Human Subjects protocols and regulatory policies by being aware of and advising others of policy and procedures, and by facilitating any tracking or training requirements.
• Assists central pre-award staff as needed with support in the preparation of grant proposals, including gathering and organizing necessary information from faculty across the University of Chicago and other institutions, writing and coordinating letters of support, and providing other information as required.
• Communicates and collaborate with university departments/units, URA pre-award team and URA Post-award, technology transfer and compliance teams/units to facilitate smooth transition throughout the full life cycle.
• Updates AURA as necessary when are not funded, withdrawn or not routed.
• 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.
• Maintains correspondence between the agency and University community to obtain and process necessary pre- and post-award information. Reviews and processes various pre- and post-award activities.
• Performs other related work as needed.

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

• Bachelor's degree in business or liberal arts field.

• Minimum three years of experience working with sponsored research administration in an academic environment.
• Participation interpreting sponsored research grants and contracts, and working with budgets, ledgers, invoices and fiscal reporting.

• Knowledge of Federal Circulars applicable to universities (OMB A-21, A-110, A-133 or the Uniform Guidance) or interpretation of similar regulations.
• Background with the University of Chicago systems such as AURA, FAS, ACCTS/PETS, and Business Objects.
• Rapid proficiency in the use of University of Chicago systems such as AURA, FAS, Workday, ACCTS, PETS, GEMS, e-Payments, Business Objects and a high level of proficiency in Excel.
• Strong computer skills including word processing, database management and spreadsheet skills.
• Proactive, solution-oriented, with exceptional communication and analytical skills necessary to review a sponsored award agreement; determine the type of award, payment terms, reporting requirements, budget limitations, and establish accordingly per departmental guidelines.
• Work with various sponsor electronic systems.
• Interpret sponsor guidelines and regulations to ensure accurate response.
• Incumbents are expected to review Sponsor guidelines and process or manage awards in compliance with university and sponsor policies and assist with other grants and contracts activities. Escalate issues accordingly within the office of University Research Administration.

• Customer service is a high priority of the office with a demeanor of civility and professionalism at all times.
• Excellent verbal and written communication skills.
• Develop and manage interpersonal relationships.
• Good negotiation skills.
• Make decisions independently that will have downstream impacts on the management of sponsored projects.
• Manage detail-oriented workload, to organize and prioritize during high-pressure, high-volume periods and manage stress.
• 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 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.
• Travel to various on-campus locations on a daily basis.
• Use standard office equipment.

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

Financial Management Individual Contributor 37.5 No No No Salary Exempt $68,000.00 - $88,000.00 Yes