Part-Time Research Administration Consultant
The University of Chicago

Department

Provost URA: Research Compliance

About the Department

University Research Administration (URA) has the responsibility to review and provide institutional endorsement for all proposals to federal and other external sponsors (excluding gifts), assuring compliance with University policies and sponsor terms and conditions. URA is the institutional authority for the negotiation and acceptance of financial support or other contractually-binding obligations in the form of a contract, grant, or agreement, including material transfer agreements and clinical trials.

Job Summary

This is a part-time, fixed-term position, with an appointment of up to one-year. At the conclusion of the one-year period of this appointment, there may be an opportunity to extend the appointment or for URA to hire the Research Administration Consultant into a full-time position, however, neither is guaranteed, and both would be subject to review and approval at the conclusion of the initial term of the appointment.

The Research Administration Consultant will support URA Post-Award teams based on need, to fill short-term vacancies or to provide the department with assistance based on needs and special projects. The Consultant will assist assigned teams, staff, faculty, or researchers in any aspect of post-award grant management support. The Consultant will perform multiple diverse and complex research administration duties while ensuring compliance with sponsor regulations, University policy, and departmental procedures, with a focus on customer service. The individual must be able to work both independently and collaboratively within a fast paced, high-volume, deadline-driven environment.

This position uses best practices and knowledge of activities to support the functional areas of University Research Administration. Supports research, training, and other sponsored activities at the University, building upon knowledge of the University, processes, and customers. Assists in the development of research compliance education programs.

Additionally, this role requires in-depth knowledge and experience. Uses best practices and knowledge of internal or external University issues to improve products or services. Solves complex problems; takes a new perspective using existing solutions. Works independently, receives minimal guidance. Acts as a resource for colleagues with less experience.

Responsibilities

• Acts as a lead team member throughout the research administration life-cycles as needed on various teams within URA.
• Prioritizes work in order to complete assignments on a timely basis.
• Partners with URA colleagues and business units/departments regarding all activities associated with research administration in a timely and fiscally responsible manner.
• Gains and maintains thorough understanding of University and sponsor.
• Provides input to ensure consistency and equitable workloads, and provides staff assistance and coverage as needed as activity grows.
• Distributes awards through the AURA grants management system, establishes accounts in the financial system and updates records as necessary.
• Processes all Award Modification Requests (AMRs) and continuations (MODs) in AURA.
• Directs preparation of, monitors and approves sponsor-required fiscal and administrative reports.Prepares and/or reviews billing reports and requests invoices as appropriate.
• Completes/reviews and approves back-up documentation as necessary prior to submission of reports.
• Reviews and approves cost transfers.
• Partners with business units/departments to monitor post-award activities (grants management), such as submitting progress reports (RPPRs); requests for no-cost extensions; obtaining sponsor approvals for major changes to project workscope or major changes to anticipated expenditures, etc.
• Updates budgets in AURA based on awarded amounts and works directly with academic departments for necessary budget revisions, creates accounts in ACCTS and FAS, intakes and processes all amendments and modifications.
• Manages all close-out activities for sponsored projects, coordinating efforts between the PI, department/unit, and sponsor.
• Manages and/or coordinates project transfers and closeouts when a faculty member leaves the University.
• Communicates and collaborates with University departments/units to facilitate smooth transition throughout the full life cycle.
• Reviews a sponsored award agreement; determines the type of award, payment terms, reporting requirements, budget limitations; and establishes/closeout accordingly per University and sponsor guidelines.
• Interprets sponsor policy, procedures and guidelines to advise faculty, staff, and students accordingly. Escalates issues as necessary within the office of University Research Administration.
• Maintains appropriate data entry into institutional database for all proposals and account creations and modifications, ensuring data quality and documentation of any institutional risk.
• Drafts or revises SOPs, tools, and other guidance documents. Continuously seeks to improve URA processes for sponsored projects.
• Manages audits, fiscal reviews, and desk review requests from sponsors.
• Assists University leadership in single audit completion and reporting.
• Responds to requests for financial management and internal controls informationandprovides support documentation for sponsored award transactions.
• Completes financial certification and verification forms.
• Tracks sponsor and audit requests, as well as maintains request documentation and digital records.
• Serves as a resource or team lead in relation to compliance and quality management initiatives. Responds to questions about financial compliance and certification concerns.
• Participates in institutional training as requested by URA Leadership.
• Guides correspondence between the agency and University community to obtain and process necessary pre and post-award information. Reviews and processes various pre and post-award activities.
• With limited guidance, helps to obtain sponsor approvals for major changes to project work scope, etc. Transmits proposals and manages post award administration, gathers and submits closeout documentation, and maintains records. Ensures completeness and accuracy and coordinates any internal controls prior to the submission of documents to awarding agency.
• Performs other related work as needed.

Minimum Qualifications

Education:
Minimum requirements include a college or university degree in related field.
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Work Experience:
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
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Certifications:

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Preferred Qualifications

Experience:

• Background in a related job discipline, such as research administration, pre-award and post-award management.
• Participation interpreting sponsored research grants and contracts, and working with budgets, ledgers, invoices and fiscal reporting strongly preferred.

Technical Skills or Knowledge:

• Knowledge of the Uniform Guidance or interpretation of similar regulations strongly preferred.
• Rapid proficiency in the use of University of Chicago systems such as Huron Research Suite, Oracle, Workday, GEMS, and a high level of proficiency in Excel.
• Strong computer skills including word processing, database management and spreadsheet skills. Microsoft Office suite and Adobe Suite highly desired.

Preferred Competencies

• Possess effective training skills.
• Work independently with a high degree of initiative, curiosity and minimal supervision.
• Prioritize across responsibilities, manage varied commitments, competing deadlines, and shifting priorities.
• Learn new skills, take on new challenges, and effectively interact and collaborate with all levels of university administrators and faculty members.
• Proactive and solution-oriented, with exceptional communication; written, verbal and analytical skills necessary to review and negotiate a sponsored award agreement and establish accordingly per departmental and agencies guidelines.
• Outstanding attention to detail and organizational skills.
• Good negotiation skills.
• Work with various sponsor electronic systems.
• Interpret sponsor guidelines and regulations to ensure accurate response.
• Work independently with a high degree of initiative.
• Direct contact with faculty and administrative staff at the University, and close collaboration with all staff within the office of University Research Administration (URA).
• Excellent planning, problem-solving, organizational, project management and customer services skills. Customer service is a high priority of the office and civility and professionalism at all times.
• Exercise absolute discretion regarding confidential matters.
• Work effectively and collegially with little supervision or as member of a team.
• Make decisions independently that will have downstream impacts on the management of sponsored projects.
• Work on multiple projects simultaneously, set priorities, and meet deadlines.
• Manage detail-oriented workload, to organize and prioritize during high-pressure, high-volume periods and manage stress.
• Exercise sound judgment and absolute discretion regarding confidential matters with tact.

Working Conditions

• Interact by phone, email, or in person with faculty and administrative staff at the University, and occasionally with staff of federal government, non-federal sponsors, and other institutions and organizations.
• Sit for 4 hours or more.
• Use computers extensively for 4 hours or more.
• Review and process information within a computerized web system throughout most of the work-day.
• Use standard office equipment.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)
• References Contact Information (3)(preferred)

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Financial Management

Role Impact

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

21

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or 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.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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.

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