Program Grant Administrator

Job description

Position Details

Position Details

Job Title Program Grant Administrator Position Number 8101551 Job Category University Staff Job Type Full-Time FLSA Status Exempt Campus Rogers Park-Lake Shore Campus Department Name CTR FOR SCIENCE MATH ED Location Code CTR FOR SCIENCE MATH ED (02529A) Is this split and/or fully grant funded? No Duties and Responsibilities

•Serves as liaison with Office of Research Services (ORS), SPA, and the Provost’s Office for all grants and contracts.
•Monitors grant opportunities, making appropriate team members aware of funding opportunities and deadlines.
•Keeps a spreadsheet of funding opportunities current and reviews it with team members to determine which opportunities to pursue and when to do this.
•Develops timelines for submission of grant proposals and ensures all documents are prepared and submitted in a timely fashion.
•Monitors and moves salaries continuously based on project specifics.
•Serves as liaison among principal investigators (PI’s), university administrative units, sponsors, external partners, and departments/deans.
•Manages and communicates multiple grant timelines to team members, external partners, and appropriate university contacts.
•Keeps abreast of changing contracting policies and regulations and refines internal procedures and templates accordingly.
•Manages ISBE and CPS documentation needed for professional development including registering courses through the learning hub and keeping attendance sheets and evaluation forms.
•Manages College Board documentation, including putting AP Summer Institute courses into College Board templates and keeping attendance sheets and evaluation forms.
•Manages scheduling of events, including reserving space, managing catering, and coordinating other logistics as needed.
•Maintains the CSME website.
•Drafts and circulates contracts from standard templates, and incorporates appropriate flow-down terms and conditions.
•Assists in completion of PTAPs to communicate details of project to ORS office.
•Compiles and reviews all contract documentation (internal request form, budget, scope of work, sanction checks, recipient audit results, etc.) necessary to issue award.
•Assures that principal investigator (PI) and department administrators have approved the terms and language of the agreement, collects revised documents (e.g., budgets, scopes of work, etc. as needed).
•When necessary, reviews grant proposals for adherence to individual Sponsor requirements and consistency with institutional and department policies; works with PIs, administrative staff, and other internal stakeholders to resolve issues and ensure timely submission.

•Upon receipt of a fully executed notice of award, thoroughly reviews award documents including all terms and conditions.
•Highlights for the PI and team members any out of the ordinary requirements or conditions and initiates the award set up checklist.
•Inputs award information into appropriate systems and ensures proper hand off for award setup.
•Collects and enters all necessary documentation in order to allow spending to begin.
•During the life of the award, processes changes to the account (extensions, additional funding, etc.) as needed and as approved by the sponsor.
•Maintains award or contract files during setup and throughout the life of the project.
•Creates new accounts, monitors all expenses, and verifies availability of funds and allowable expenses as dictated by funding agency.
•Works cooperatively members of the ORS and SPA teams to develop, negotiate and execute outgoing awards and other agreements.
•Manages fiscal reports and accounts receivables.
•Assists in determining funds available and timing of Human Resources changes to ensure continued support for grants employees.
•Reviews budget for new projects for percentages of effort and benefit rates.
•Reviews and reconciles detail account statements on all accounts.
•Reviews and reconciles gross salary reports for all accounts.
•Communicates and implements new budget/accounting/award regulations, procedures.
•Completes final expenditure reports.
•Forecasts future funding and associated expenses.
•Keeps a running tally of current funds in each AU and by which category, sharing with staff when asked.

Minimum Education and/or Work Experience

Bachelor’s degree, with 3-5 years increasingly responsible experience, preferably in research/grant administration.


•Ability to organize workload priorities, manage multiple projects with different deadlines simultaneously, be flexible in responding to stressful situations, cope with unexpected job demands, and deal with frequent interruptions.
•Strong demonstrated written, verbal and interpersonal communication skills, including the ability to understand, convey and advise on grants and budget issues.
•Ability to establish and maintain collaborative relationships with a diverse set of individuals and ability to work collaboratively in a team-oriented environment across organizational units and at all levels, CSME/Provost’s Office/ORS/SPA staff/faculty, student workers, funders, and community partners in order to achieve mutual goals
•A strong team mentality and tact
•Ability to exercise independent judgment and proven skill in problem solving and decision making; demonstrated ability to anticipate consequences of decisions, proactively plan to resolve problems, and identify, recommend and implement viable solutions
•Demonstrated advanced skills with MS Office applications including Excel and Word

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Bachelor’s degree, with 3-5 years increasingly responsible experience, preferably in research/grant administration.

Computer Skills

Proficiency with Microsoft Office Suite, Internet and email applications.

Supervisory Responsibilities No Required operation of university owned vehicles No Does this position require direct animal or patient contact? No Physical Demands None Working Conditions None Open Date Close Date Special Instructions to Applicants Quick Link for Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a Bachelors Degree and three to five years of experience?
    • Yes
    • No
Applicant Documents Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents




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    Job No:
    Posted: 5/21/2019
    Application Due: 5/22/2019
    Work Type: