Grant and Contract Specialist

Job description

Hyde Park Campus

34465 Inst For Molecular Engineering

About the Unit
The Institute for Molecular Engineering (IME), established in 2011 by the University of Chicago in partnership with Argonne National Laboratory, is a transformational academic unit exploring the intersection of science and engineering. IME explores innovative technologies that address fundamental societal problems through advances in nanoscale manipulation and design on a molecular scale. IME is the largest new academic program that the University has started since 1988.

Job Information

Job Summary:

Under general supervision, the Grant and Contract Specialist will provide comprehensive financial and accounting services for faculty in the Institute for Molecular Engineering that include the management of faculty research/gift accounts and departmental budgets, develop, implement, and optimize workflows to achieve optimal efficiency. As part of the IME Administrative team, the Grants and Contract Specialist may participate in other projects and initiatives as assigned by executives and manager.


Post Award:

  • Handles post award activity including account creation, regulatory and compliance monitoring, salary allocations and effort reporting, grant projections, cost allocations, cost center charges, equipment inventory, invoice preparation, grant closing process and account closing.
  • Prepares detail expense budgets based on awarded funds from the agency.
  • Allocates, authorizes, monitors, and controls expenses (oversees, if section administrators in department).
  • Maintains accounts including oversight, reconciliation, and error correction.
  • Submits cost transfers/ late cost transfers, as necessary.
  • Performs financial forecasting.
  • Coordinates submission of closing memos to ensure timely submission of FSR.
  • Understands regulations and guidelines related to various awarding agencies.
  • Prepares summaries of grants and effort allocations for Principal Investigators.
  • Meets regularly with Principal Investigators regarding grant portfolio and expense allocation.
  • Responds to Principal Investigators questions.
  • Coordinates with other departments/ units/ divisions regarding multi investigator grants.
  • Communicates status of faculty accounts to supervisor and other appropriate parties on a regular basis.
  • May also oversee analysis and oversight of Principal Investigators gifts and renewal accounts.
  • Serves as department contact for annual audits and agency site visits. Interacts with University Research Administration, Faculty, Department Human Resources, Pre/Post Award staff in other departments and Financial Services Office.
  • May supervise grant and contract coordinators or other staff members.

Account Administration:
  • Serves as primary account administrator for a defined group of faculty or projects. Duties include account creation and budgeting allocating, authorizing, and controlling expenses account maintenance including monthly reconciliation and error correction through expense transfers.
  • Post award management of sponsored awards includes salary allocations, effort reporting, interim reporting, and grant closeouts.
  • Prepares account summaries for faculty summarizing account activity and provides projections and advice on account spending. Interacts on a frequent basis with University Research Administration, Financial Services, Human Resources, Provost's Office, and a variety of other University administrative unit.

  • Works with faculty, program staff, and other administrators to fulfill all routine aspects of the procurement process including purchasing, internal requisitions, and payment of invoices and reimbursements.
  • Allocates and authorizes all expenses to appropriate accounts.
  • Adheres to Federal, University, and Unit policies regarding procurement activities.

  • Strong computer skills including word processing, database management, and spreadsheet skills required.
  • Knowledge of general accounting standards and auditing required Strong organizational skills required.
  • Strong financial and analytic skills required.
  • Ability to research issues and propose solutions to problems required.
  • Demonstrated initiative in improving processes and enhancing systems required.
  • Familiarity with federal and non-federal grant and contract policies required.
  • Strong analytical and organizational skills required.
  • Attention to detail required.
  • Ability to read, interpret, and apply sponsor policies, OMB Circulars, and other relevant guidelines required.
  • Ability to work closely with senior University officials required.
  • Proficiency with spreadsheets and word processing required.
  • Experience with University systems such as FAS, Business Objects, AURA, GEMS, & BuySite (or similar systems) preferred.
  • Working knowledge of federal and University regulations for grants management preferred.

Additional Requirements

Education, Experience, and Certifications:

  • Bachelor's degree or higher in the relevant field required.

  • Minimum of two years' experience in accounting or research administration required.
  • Knowledge of general accounting and experience with budgets, invoices, and fiscal reporting required.
  • Experience in grant administration and/or faculty affairs required.
  • Experience in a university setting preferred.

Required Documents:
  • Resume and Three References

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

Benefit Eligibility

Pay Frequency

Pay Range
Depends on Qualifications

Scheduled Weekly Hours


Job is Exempt?

Drug Test Required?

Does this position require incumbent to operate a vehicle on the job?

Health Screen Required?

Posting Date

Remove from Posting On or Before

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.

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Full time

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.

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Job No:
Posted: 12/22/2018
Application Due: 2/20/2019
Work Type: