University of Chicago
Sponsored Program Specialist
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. 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. Responsibilities
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 Qualifications
Education: Minimum requirements include a college or university degree in related field. Work Experience: Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline. Preferred Qualifications
Education: Bachelor's degree in business or liberal arts field. Experience: 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. Technical Skills or Knowledge: 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. 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: Financial Management Role Impact: Individual Contributor Scheduled Weekly Hours: 37.5 Pay Rate Type: Salary FLSA Status: Exempt Pay Range: $68,000.00 - $94,000.00 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.
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. 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. Responsibilities
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 Qualifications
Education: Minimum requirements include a college or university degree in related field. Work Experience: Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline. Preferred Qualifications
Education: Bachelor's degree in business or liberal arts field. Experience: 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. Technical Skills or Knowledge: 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. 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: Financial Management Role Impact: Individual Contributor Scheduled Weekly Hours: 37.5 Pay Rate Type: Salary FLSA Status: Exempt Pay Range: $68,000.00 - $94,000.00 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.