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Grants and Contracts Administrator
Chicago, IL
Job Description
Grants and Contracts Administrator
Full Time
Chapin Hall Center for Children at the University of Chicago is seeking a highly motivated individual to join its Research Administration and Compliance (RAC) team. This position is primarily responsible for administration of pre-award activities as well as select post-award activities and will contribute to the effectiveness of the RAC function through goal planning and implementation and process improvement efforts.
This position reports directly to the Grants and Contract Manager.
RESPONSIBILITIES
- Lead Principal Investigators (PIs) through the proposal development and submission processes to secure funding for sponsored projects in the form of grants, contracts and cooperative agreements from external/internal funding sources including federal agencies, state agencies, and local entities, private companies and foundations.
- Respond to Notice of Intents, including researching funding opportunity and identifying areas of potential concern, risk or conflict with organizational policies and procedures to meet sponsor and Chapin Hall submission standards and deadlines. This includes making decisions on behalf of the organization on how to proceed with the proposal.
- Understand and convey the funder and/or proposal guidelines and requirements to the PI and/or Project Team and develop the timeline and deadlines for proposal completion, establishing check-points throughout the development process highlighting areas that may affect timeline or compliance requirements.
- Review the opportunity for any rate restrictions and facilitate the recovery rate approval process including securing Executive Director approval as needed.
- Independently manage completion of the administrative/technical components of the proposal including the internal budget, budget justification, SF Forms, and other organizational compliance forms and coordinate with leadership and administrative departments for information needed for completion.
- Coordinate Letters of Intent (LOIs) and Memorandums of Understanding (MOUs) as needed by providing templates and securing Executive Director signature.
- Interact with prime or funding agencies to clarify guidelines, requirements, etc.
- Independently manage subaward process, collecting necessary compliance and budget information from external partners, ensuring they are in good standing with federal registrations.
- Collect final proposal components, ensure it meets stated requirements and submit the final proposal package to the funding agency.
- Maintain organization access to Grants.gov., funder portals and registrations, IDs, etc.
- Support development and continuous quality improvement of the proposal process identifying areas for improvement and implementation of new organizational processes into the process as needed.
- Onboard new PIs on proposal development process by providing resources for administrative pre- and post-award policies and processes.
- Maintain pre-award templates and resources, including managing information on The Hall
- Manage pre-award database including logging all opportunities, setting up funder profiles and developing reports as needed.
- Performs additional duties as assigned.
QUALIFICATIONS
- Bachelor's degree required with a minimum of five years of experience with the development and implementation of proposal, grants, and contracts management processes.
- Prior experience in a nonprofit setting required.
- Familiarity with federal and major non-federal grant and contract policies required.
- Diplomatic skills to navigate and negotiate complex project problems with internal project staff and sponsors to insure the best outcome for Chapin Hall required.
- Ability to work under pressure and adjust for additional hours, as necessary.
- Strong writing skills. Ability to write clearly, accurately, concisely and professionally in all correspondence and documentation
- Exceptional organizational skills. Ability to manage deadlines and identify priorities in a fast-paced, results-oriented work environment.
- Strong analytical skills, including an ability to synthesize information and data and communicate conclusions effectively.
- Strong verbal communication and interpersonal skills; ability to work collaboratively with diverse internal colleagues and serve as a positive representative to external partners.
- Strong attention to detail, particularly regarding funder specifications and deadlines.
- Ability to work as part of a team as well as independently with a high degree of initiative required.
- Flexibility and ability to handle multiple, concurrent tasks required.
- Ability to exercise sound judgment, discretion, and tact, especially in sensitive and confidential matters.
- High proficiency and fluency in Microsoft Office applications required.
- Knowledge of Costpoint-Deltek, Filemaker Pro or similar database software preferred.
MINIMUM PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Must be able to remain in a stationary position for extended periods of time.
- Must be able to operate a computer extensively for four (4) or more hours per day.
- Must be able to travel locally and out of state occasionally.
Pre-employment background checks are required for all Chapin Hall at the University of Chicago positions.
Formal expressions of interest are accepted online only. A cover letter, resume, writing sample, and reference contact information are required to be considered for this position.
Individuals in need of reasonable accommodations to complete the application process should contact Human Resources by calling (773) 256-5157, or by sending an email to recruiting@chapinhall.org.
Chapin Hall at the University of Chicago is an Affirmative Action, Equal Opportunity Employer that values and actively seeks diversity in its workforce. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, age, sex, genetic information, marital status, sexual orientation, gender identity or expression, citizenship, citizenship status, pregnancy or maternity, national origin, status as an individual with disability, ancestry, protected veteran status, or any other status protected by protected by law.
Regarding the salary range:
Chapin Hall adheres to a competitive market-aligned salary structure for all its administrative, policy, and research roles. Starting salaries within posted ranges are determined by the Chapin Hall Human Resources Department using a consistent, rigorous, and equitable review process.
Chapin Hall at the University of Chicago is an Affirmative Action, Equal Opportunity Employer that values and actively seeks diversity in its workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, genetic information, marital status, sexual orientation, gender identity or expression, citizenship, pregnancy or maternity, national origin, status as an individual with disability, age, ancestry, protected veteran status, or any other status protected by applicable federal, state or local law.
Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
Bachelor's Degree
Required Experience
5+ years
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