Post Award Portfolio Manager

Location
Chicago
Posted
Jun 07, 2017
Institution Type
Four-Year Institution
About The Unit:

Unit Job Summary: The Post Award Activity Manager is responsible for assisting with the oversight of day-to-day sponsored program activities for an assigned portfolio of faculty researchers. The successful candidate will be analytical, proactive, a problem solver, and possess exceptional communication skills. This individual will be self-motivated and have the ability to exercise sound judgement in prioritizing tasks. The individual in this position must have a willingness to learn new skills, take on new challenges, and the ability to effectively interact and collaborate with all levels of university administrators and faculty members. It is expected that the Post Award Activity Manager will 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 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 staff vacations or sick leaves. This position requires the ability to analyze, interpret and implement University policy and procedures. This individual will maintain excellent communication skills (oral & written), planning, problem-solving, organizational, project management and customer services skills. This position requires rapid proficiency in University of Chicago systems such as AURA, FAS, Workday, PETS, GEMS, and a high level of proficiency in Excel. Incumbents are expected to review Sponsor guidelines and process or develop proposals in compliance with university and sponsor policies, and assist with other grant and contract activity. 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. Customer service is a high priority of the office and civility and professionalism are required at all times.

Unit Education: Bachelor's degree required. Degree in a business or a Liberal Arts field preferred.

Unit Experience: A minimum three years of experience working with sponsored research administration in an academic environment required. Knowledge of Federal Circulars applicable to universities (OMB A-21, A-110, A-133 or the Uniform Guidance) or interpretation of similar regulations is required. High level of proficiency with Excel is required. Knowledge of and experience with National Laboratories preferred. Business Object experience preferred. Experience working with University of Chicago systems such as AURA, FAS, ACCTS, PETS, GEMS and Workday preferred.

Unit Job Function Competencies: Ability to analyze, interpret and implement University policy and procedures. Ability to have rapid proficiency in University of Chicago systems such as AURA, FAS, Workday, PETS, GEMS, and a high level of proficiency in Excel. Ability to maintain excellent communications skills (oral & written), planning, problem-solving, organizational, project management and customer service skills. Ability to exercise sound judgment in prioritizing tasks. Ability to work with minimal supervision and interact with faculty and administrators from different institutions and outside entities to make independent decisions. Essential Functions: (60%) Work 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. Notify PIs of availability of funds while assisting and advising faculty in financial and project activities by implementing fiscal reporting process. Meet established account management expectations, identify deviations and resolve problems. Prepare 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. Assist in training personnel who report to the PI on research administration operational policies and procedures. Work with pre-award staff to follow projects from the pre-award stage to the post-award stage. Assist with answering key operational questions on behalf of the PI. (30%) Take lead role for multi-disciplinary projects as Post Award Activity Manager in a very dynamic environment. Make decisions independently with minimal supervision. Coordinate with faculty by organizing risk analysis sessions and conduct statistical analysis of data. Track 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. Assist 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. Assist 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. (10%) Communicate and collaborate with university departments/units, URA pre-award team and URA/SAA post-award, technology transfer and compliance teams/units to facilitate smooth transition throughout the full life cycle. Update AURA as necessary when applications/proposals are not funded, withdrawn or not routed.