Grants & Contracts (Pre-Award) Manager

Location
Chicago
Posted
Jun 30, 2017
Institution Type
Four-Year Institution
About The Unit: The Grants and Contracts Pre-Award Manager is responsible for preparing, reviewing and coordinating proposals for support of research, training, and other sponsored activities at The University of Chicago. External funding to the University that is managed under the Pre-Award Services unit of University Research Administration includes all submissions involving federal grants, cooperative agreements and contracts; all submissions to domestic and foreign non-profit entities; and all submissions for federal flow-through subawards to the University that are passed through from all other sponsors. Proposal submissions to corporate sponsors (for-profit sponsors), clinical trials, State of Illinois, and City of Chicago agreements are handled by a different unit within URA. The individual in this position is responsible for supporting the pre-award activities for all sponsored projects for the University departments and units assigned to the position. The individual will provide review and approval of all proposal submissions prepared by departmental and unit personnel and routed through the AURA system for institutional approval. As assigned or requested, the individual will also prepare the full administrative portions of a proposal for designated departments and units that require or request professional assistance in the development of a proposal application. Additional support for large, complex proposals will also be made available to any department or unit to increase consistency and expertise in the application process. The 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 the AURA-GRANTS web-application system. 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 within AURA-GRANTS. 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 Job Summary: Grants & Contracts (Pre-Award) Manager: Essential Functions: (50%) Provide pre-award proposal review for assigned campus units. Review applications to ensure - compliance with agency and institutional guidelines, regulations and policies. Provide written comments on applications in AURA and coordinate with local units and PI for timely and accurate submission of applications. Read and interpret agency guidelines and policies. Inform related office as needed for input including UCTech and Legal. Provide Pre-Award administration services for designated units for the review of unit-prepared proposals, additional support for large or complex proposals and full proposal support for units that do not have pre-award service capabilities for the preparation of proposals. Services may include, but are not limited to: - Meet with Principal Investigator and others to analyze and interpret sponsor guidelines and make recommendations for compliance. - Work with Principal Investigator and others to develop timeline and determine responsible personnel for proposal development activities. - Create and review all administrative portions of a proposal, including budgets, resources, cover pages, compliance checks and certifications. - Review cost sharing requirements and commitments and route or request necessary cost share forms. - Collaborate with other departments, institutions, and universities to resolve subcontracting issues relative to proposal submission. Assure that sponsor forms are completed accurately. (20%) Coordinate contact with external funding sources, acting as a liaison between the sponsoring agency and the University community to obtain and process pre-award application information. Review and provide institutional endorsements for all proposal/applications, modifications or file updates (Just-in Time) including revised budgets, regulatory protocol approvals, sub-award commitments, determination of sub-award vs vendor documentation, Other Support documentation and any other materials requested of the agency prior to an award. Coordinate with Award team counterpart at the transition from proposal to award to ensure a timely and smooth hand-off. Exercise final institutional authority for proposals and JITs submitted (up to delegated dollar limit) and transmit proposals and other documents, including report submission, using various sponsors' systems, federal and non-federal. (10%) Confirm appropriate evidence of approvals that commitments (cost sharing, matching, space) made in proposals can be honored, to help protect the University from the inability to meet proposal objectives and protect the University and PI from potential claims that might arise resulting from work proposed or completed under a sponsored project. (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. Other Functions: (10%) Coordinate and/or assist with other activities, special project and reports in coordination with the Director, Pre-Award Services. Perform other duties as requested by the Director, Pre-Award Services.

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

Unit Experience: A minimum of three years of experience working with sponsored research administration in an academic environment preferred. Knowledge of Federal Circulars applicable to universities (OMB A-21, A-110, A-133 or the Uniform Guidance) or interpretation of similar regulations is preferred.

Unit Job Function Competencies: Mental Demands & Physical Demands: Ability to work with various sponsor electronic systems required. Rapid proficiency in the AURA-GRANTS web-application system required. Strong computer skills including word processing database management, and spreadsheet skills required. Ability to interpret sponsor guidelines and regulations to ensure accurate response required. Ability to manage detail-oriented workload required. Good Negotiation skills required. Ability to organize and prioritize workload during high-pressure, high-volume workload periods required. Ability to exercise sound judgment, discretion, and tact required. Ability to manage stress required. Ability to handle multiple, concurrent tasks required. Excellent verbal and written communication skills required. Ability to review and processes information within a computerized web system (AURA) throughout most of the work-day required. Some travel required. Ability to communicate in writing Ability to communicate orally Ability to develop and manage interpersonal relationshipsAbility to exercise absolute discretion regarding confidential matters Ability to pay attention to detail Ability to work effectively and collegially with little supervision or as member of a team Ability to work with frequent interruptions Ability to sit for 4 hours or more Ability to use computers extensively for 4 hours or more Ability to travel to various on-campus locations on a daily basis Ability to Use Standard Office Equipment