Grants and Contracts Specialist

The University of Chicago

New Hired from The University of Chicago

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BSD PAT – Finance Administration

About the Department

The Department of Pathology has a long and rich history of excellence in clinical service, training, and research. Our physicians and scientists are experts in a variety of subspecialties in anatomic pathology, laboratory medicine, genomics and molecular pathology, investigational pathology, and immunology. Our diverse faculty study and diagnose patient disease and medical conditions using state-of-the-art methodologies.

Our academic community boasts a strong research tradition. Faculty, residents, fellows, students, and staff participate in a wide range of scientific endeavors, from basic science to translational and clinical research. In order to foster a rich academic community, we are dedicated to promoting diversity, equity, and inclusion within our department. We are committed to maintaining an egalitarian environment in which all members can fully participate in the life of the University. This commitment to equity and inclusion also extends to the diverse patient populations we serve on the South Side of Chicago.

Educational programs at the University of Chicago, Pritzker School of Medicine, and the Basic Sciences Division focus on clinical residency, fellowships, and graduate training in the biosciences, immunology, and cancer biology. Our faculty is actively involved in cultivating the next generation of clinicians and scholars who will be involved in cutting-edge basic research or in demanding clinical subspecialty practices.

We invite you to browse our website to learn more about our rich offerings of clinical services, education, and research.

Job Summary

The Grants and Contracts Specialist will work directly with faculty to develop proposal budgets, in accordance with the research plan and agency and institutional requirements, as well manage all financial and non-financial post-award activities for a portfolio of sponsored projects in the Department of Pathology and act as a liaison to sponsors. The sponsored award portfolio consists of 15 active researchers with approximately 100 active projects averaging $12 million in annual spending. In addition to roughly fifty (50) MTA/DUAs. This position would ideally be responsible for managing 1/3 of the portfolio.



  • Works directly with the faculty and research staff to seek new avenues for funding and new grant opportunities.

  • Ensures that notices of relevant new funding opportunities for research programs are brought to the attention of the faculty.

  • Gathers needed documentation and manages the execution of Subawards, Sponsored Consulting Agreements, and Subaward Amendments.

  • Works with a broad array of sponsors, interpreting regulations and guidelines of multiple program funding with broad and complex guidelines for spending.

  • Ensures all applications meet agency and University guidelines.

  • Works directly with the PI to develop proposal budgets, in accordance with the needs of the research plan and Agency and Institutional Requirements.

  • Responsible for timely submission of applications, renewal/continual amendments, ensuring timely submission of technical reports, just-in-time submissions, no-cost extensions, and Agency required re-budgeting.

  • Coordinates with other departments/units/division regarding multi-investigator grant submissions.

  • Works closely with Post Award staff (if separate) to transition grant administration upon award, including updating proposed budget to match Notice of Grant Award.

  • Responsible for all data entry and preparation of grant reports and trend analysis.

  • Interacts with University Research Administration, faculty, postdocs, and pre/post-award colleagues from other departments and sections, and Financial Services Office personnel.


  • Handle 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.

  • Maintains accounts including oversight, reconciliation, and error correction.

  • Submits cost transfers/late cost transfers, as necessary.

  • Performs financial forecasting.

  • Coordinate 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/division 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, postdocs, grad students, departmental HR and post-award colleagues, and pre/post-award colleagues from other departments and sections, and Financial Services Office personnel.

  • Attend institutional and outside training classes that cover grant submissions, financial, post-award topics as well as computer training.

  • The individual is a member of a Team and must contribute to the team effort, as needed, which involves assisting colleagues to ensure timely service to PIs and sponsors as needed and to perform back-up duties during vacation or sick leaves of other award team staff.


  • Seeks new avenues for funding and grant opportunities and ensures that notices of relevant opportunities are brought to faculty attention. Works with sponsors to draft proposal budgets in accordance with University needs, with a moderate level of guidance and direction.

  • Reviews all applications against University guidelines, in addition to drafting progress reports, non-competing applications, amendments, and budgeting. Responsible for all data entry and preparation of grant reports and trend analysis.

  • Prepares summaries of grants and effort allocations for Principal Investigators, meets with them and responds to their questions. Coordinates with other departments/units/divisions regarding multi investigator grants. Serves as department contact for annual audits and agency site visits.

  • Performs other related work as needed.

Minimum Qualifications

Minimum requirements include a college or university degree in related field.

Work Experience:
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.


Preferred Qualifications


  • Five years of progressively responsible grant/contract and financial administration in an academic setting.

  • Experience with budgets, ledgers, invoices, and fiscal reporting.

  • Experience in one or more aspects of sponsored program administration in a research environment.

  • Experience with accounting systems.

Preferred Competencies

  • Computer skills including word processing, database management, and spreadsheet skills.

  • Knowledge of federal and non-federal grant and contract policies.

  • Excellent oral and written communication skills.

  • Attention to detail.

  • Flexible and adaptable work style.

  • Knowledge of general accounting standards and auditing.

  • Strong organizational skills.

  • Strong financial and analytic skills.

  • Ability to research issues and propose solutions.

  • Demonstrated initiative in improving processes and enhancing systems.

  • Ability to exercise sound judgment, discretion, and tact.

  • Excellent independent time management skills along with the ability to handle multiple and concurrent tasks within deadlines.

  • Ability to interact with others using tact and diplomacy.

  • Knowledge of research methods and funding sources.

Working Conditions

  • Standard office environment.

  • Ability to sit for 2 to 4 hours.

  • Ability to walk to various on-campus locations.

Application Documents

  • Resume (required)

  • Cover Letter (preferred)

When applying, the document(s) MUST be 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


Pay Frequency


Scheduled Weekly Hours


Benefits Eligible


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


Posting Statement

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the

University of Chicago Vaccination GoForward

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.

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:
. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

How To Apply :

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(Woodlawn area) above, then the jobseeker who feels that he has not met requirements include education, age, etc. and are really interested in the latest job vacancy Full-time above, it should be as soon as possible to complete and compile a job application file such as a job application letter, CV or curriculum vitae and transcripts and other complements as described above, in order to register and participate in the admission selection for new employees at the company in question, sent via the link below.

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  • Country : US

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