Senior Grants & Contracts Administrator - Remote

The University of Chicago

Chicago, IL, USA Remote

Full time

Jan 13

Full Job Description


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. The division includes the academic departments of Astronomy and Astrophysics, Chemistry, Computer Science, Geophysical Sciences, Mathematics, Physics, and Statistics. In addition, PSD includes a number of interdisciplinary research institutes and centers, including the Enrico Fermi Institute, the James Franck Institute, and the Kavli Center for Cosmological Physics. Many of our scientists have joint appointments at the Fermi National Accelerator Laboratory and Argonne National Laboratory as well as joint affiliations with other Chicago-based research institutions such as the Toyota Technological Institute of Chicago, Adler Planetarium, The Museum of Science and Industry, and the Field Museum. Our students build connections with world-leading scientists, collaborate across disciplines, and enjoy the dynamic Chicago and University communities.

Job Summary

The Senior Grants & Contracts Administrator works independently to administer pre-award and/or post-award activities relating to grant and contract proposals/funding within a department or unit. Serves as a subject matter expert and provides mentoring and training for less experienced grant coordinators and administrators. This position is eligible for a partially or fully remote work schedule.Responsibilities

  • Working with Principal Investigators, faculty and academics, manages all aspects of pre-award administration including opportunity identification, proposal preparation, proposal budgeting, proposal negotiation, proposal acceptance, and award set-up.
  • Manages all aspects of Post-Award administration including award budgeting, award negotiations, award set-up, award management, award reporting, and award closeout.
  • Approves all transactions charged to restricted and unrestricted accounts so that expenditures are in agreement with account budgets.Approve and transfer payroll and expenditures, monitor invoicing and payments, and reconcile charges using monthly ledgers and FAS.
  • Along with Grants Manager, trains, onboards, provides guidance and serves as an informational resource to junior Grants & Contracts Coordinators and Administrators for both the pre-award and post-award.
  • Performs complicated cross-institutional work related to sponsored programs including IDC waivers, cost share and cost share waivers, award reporting, time and effort commitments (PVRs), import/export controls, and foreign influence management.
  • Oversees gift and endowment accounts, departmental operating accounts and faculty unrestricted research accounts.
  • 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


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.




Preferred Qualifications


  • Progressively responsible work experience in sponsored programs administration.
  • Senior-level skills in pre-award, post-award, and contract administration.
  • Experiences within research-intensive environments and supporting highly productive and motivated research faculty and staff, on an academic research institution, research foundation, or industry / corporate research setting.

Preferred Competencies

  • Ability to work independently and as a member of a cohesive team.
  • Deep knowledge of sponsor agency guidelines (Federal, non-Federal, and other) along with policies related to proposals and awards.
  • Ability to confidently interact with corporate and industry sponsors – faithfully representing the needs of the University and its research faculty.
  • Comfortable with deadline-driven work tasks and the capacity to get things achieved through others.
  • Strong communication skills with a high degree of “emotional-intelligence” and a skillful negotiator.
  • Ability to translate complex work issues into understandable and actionable plans toward resolution.
  • Ability to refine skills through continuous learning.
  • Exercises independent judgement and work under limited guidance due to previous experience/breadth and depth of knowledge of administrative processes
  • Consistently demonstrate resourcefulness in the completion of multiple projects; works 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 partially or fully remote work schedule.

Application Documents

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

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

FLSA Status


Pay Frequency


Scheduled Weekly Hours


Benefits Eligible


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


Posting Statement

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the

University of Chicago Vaccination GoForward


The University of Chicago is an

Affirmative Action/

Equal Opportunity/Disabled/Veterans Employer

and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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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. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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