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Project Asst II

Job description



Hyde Park Campus

Department
86651 Research Admin

About the Unit
URA is the central office for pre-award sponsored programs management and non-financial post award management. All external sponsored projects materials are managed in URA including federal and non-federally supported grants and contracts, clinical trials, data/material use agreements, sponsored consulting and subaward agreements and the related correspondence are managed in URA.

Job Information

Job Summary:

This position is responsible for supporting various administrative functions of the University Research Administration (URA) office. URA is the central office for pre-award sponsored programs management and non-financial post award management. All external sponsored projects materials are managed in URA including federal and non-federally supported grants and contracts, clinical trials, data/material use agreements, sponsored consulting and subaward agreements and the related correspondence are managed in URA.

Responsibilities:

  • General receptionist duties and other clerical duties as assigned including: Greeting guests, maintaining the URA Events calendar, logging outgoing mail/deliveries. Order and organize general office supplies, make on-campus deliveries and pick-ups. Assist staff members, as needed, with tasks such as duplicating, calling or providing e-mail notifications to faculty and administrators.
  • Primary responsibility will be monitoring and distributing general correspondence (hard copy and electronic mailing lists) to the office including time sensitive and confidential correspondence relating to sponsored projects at the University.
  • Maintain proposal and award filing systems in AURA and historical hard copy files in off-site storage.
  • Use the AURA data warehouse reports in Business Objects to run weekly a different status report and sent follow up/email to departmental staff to update and maintain spreadsheets and databases including AURA.


*AURA stands for Automating University-Wide Research Administration; this is an electronic research administration system which facilitates research administration activities on campus .

Daily-Monitoring and distribution of all correspondence (received through the various essential list-serves and hard copy mail)
  • Opening, sorting, distributing mail (USPS, FedEx, etc.), checks, grant materials & other misc. items. Accessing AURA database as needed, as an instrumental tool in the distribution of incoming mail, checks and other correspondence.
  • This includes the main intake URA listserves (IO-URA Mailing list), and other listservs that may be developed for office efficiency in the future.
  • Maintain Log books and spreadsheet of in-coming and out-going hard copy mail (including checks)

AURA Data Updates and Data Verification Reports
  • Run Weekly - a different status report and follow up/email with departmental staff, Including:
  • Weekly Distribution Report
  • Tracking incoming awards – Run report in AURA and compare against agency award systems and award mailbox to ensure all awards are recorded in AURA
  • Awards that need to be reconciled (FP status is Award-Pending Reconciliation or Active- Edit) – critical for timely award reporting in DW (Data Warehouse)
  • FAS Lookup
  • Proposals pending 1 year past proposed start date – close/decline record in AURA
  • Projects nearing project end date/closeout reminder
  • Ad-hoc Reports as needed
  • Run monthly RPPR report and send reminders
  • Work with URA Assistant Directors and Managers to update missing data and errors in AURA as needed (sporadically)


Clerical support and General Receptionist duties
  • Provide guidance and direct guests as they enter the office. Answers, screens and routes all telephone calls for the main URA telephone line. Refill Printers and Copiers with paper. Organize and order office supplies, as needed.
  • Invoice Assistance – Billing and Collections Team. Mailing hard copy invoices and E-mailing Invoices to PC-Os
  • Make deliveries and retrieves documents throughout the University Sporadically (as needed)
  • Assist scheduling meetings for URA Staff (room reservations, scheduling, set up, catering orders, etc
  • General clerical support to URA staff (preparing documents, tracking files, photocopying, type labels, documents, etc.)
  • Place maintenance calls to Facilities, Toshiba, etc


File Maintenance
  • Daily: Maintain historical paper files kept in the URA filling cabinets
  • Prepare and Maintain files for long-term storage (maintain spreadsheet, prepare to send to storage, update AURA)
  • Quarterly (special project): Work with Assistant Director & Business Manager on schedule for file destruction


Other clerical duties assigned by Business Manager and/or URA Management staff
  • Sporadically back up some of the duties of the Business Manager for planned or unplanned absences.


Back Up duties of the BM are:
  • Monitoring and distribution of the Principal Investigators (PI) Status request.
  • Provide administrative support services to the Assoc. VP


Competencies:
  • Ability to review and processes information within a computerized web system (AURA) throughout most of the work-day
  • Analytical Thinking
  • Teamwork
  • Strong computer skills including word processing database management, and spreadsheet skills
  • Ability to handle multiple, concurrent tasks


Salary Range: $16.90-$24.74

Additional Requirements

Education, Experience, and Certifications:

Candidates must demonstrate the following competencies:

Education:
  • High school diploma required.
  • Bachelor's degree preferred.


Experience:
  • At least two years of experience performing clerical work in an office setting required; 2 to 3 years of experience that is directly related to the duties and responsibilities specified is preferred.
  • Must be or become efficient in AURA-GRANTS web-application system required.
  • Prior experience working in a Research Administration office is preferred
  • University Experience preferred


Licenses and Certifications: None required.

Technical Knowledge or Skills:
  • Excellent computer and Microsoft Office Suite/Adobe skills required.
  • Typing with speed and accuracy (30-50 wpm) required.
  • Knowledge of GEMS, Buysite, and UChicagoTime preferred.
  • Experience with electronic file management and familiarity with the University preferred.


Working Conditions and Physical Requirements (if applicable):

Working Conditions:
  • Office environment


Physical Requirements:
  • Ability to bend, crouch, or stoop
  • Ability to carry or lifts loads of up to 25 lbs.
  • Ability to use computers extensively for 4 hours or more
  • Ability to stand for up to 2 hours
  • Manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with visitors, staff, faculty, students and others.

Required Mental Demands & Physical Demands:
  • Ability to work with various sponsor electronic systems required.
  • Strong computer skills including word processing database management, and spreadsheet skills
  • Ability to work effectively with supervision and as a part of a team
  • Ability to hold, grasp (working with hands), carry, reach, light pushing and pulling (file drawers), squatting, bending at waist. Must be able to lift up to 20 lbs.
    Ability to manage detail-oriented workload

    Ability to organize and prioritize workload during high-pressure, high-volume workload periods

    Ability to handle multiple, concurrent tasks

    Ability to review and processes information within a computerized web system (AURA) throughout most of the work-day
  • Ability to communicate in writing
  • Ability to communicate orally
  • Ability to recognize and resolve or refer problems
  • Ability 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

The above statements are intended to describe the general nature and level of the work being performed by people assigned to this job. They are not an exhaustive list of all duties and responsibilities associated with it.

Required Documents:
  • Resume
  • Cover Letter
  • Reference Contact Information

NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application

Benefit Eligibility
Yes

Pay Frequency

Pay Range
Please refer to Additional Requirement above to see the pay ranges

Scheduled Weekly Hours
37.5

Union
024- Local 743, I.B.T. Clerical

Job is Exempt?
No

Drug Test Required?
No

Does this position require incumbent to operate a vehicle on the job?
No

Health Screen Required?
No

Posting Date
2018-03-19-07:00

Remove from Posting On or Before
2018-09-19-07:00

Posting Statement:

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.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

Full time
JR00836

About Us
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world.

We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.

To learn more about the university click here http://www.uchicago.edu/

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Job No:
Posted: 3/20/2018
Application Due: 3/28/2018
Work Type:
Salary: