Sponsored Program Manager

Department Provost URA: Opt-In Post-Award Services 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. URA Sponsored Development Services (SDS) is a team of dedicated Sponsored Development Managers and Specialists who provide pre-award support for opt-in partners across campus at The University of Chicago. These services include support for proposal development, pre-proposals, or Letters of Intent (LOIs), Just-In-Time (JIT) requests and assistance navigating sponsor policies and interpreting guidelines. URA Sponsored Program Services (SPS) is a team of dedicated Sponsored Program Managers and Specialists who provide post-award support for opt-in partners funded research portfolios across campus at The University of Chicago. These services include support for post-award administrative and financial matters associated with a sponsored research portfolio, and assistance navigating sponsor policies and interpreting guidelines so that the faculty member may focus on the technical and academic content of their research. Job Summary URA Sponsored Program Services (SPS) provides post-award support of faculty members funded research portfolio. The support includes a dedicated URA Sponsored Programs Manager assigned to work with each faculty member on all post award needs. The support is designed to handle administrative and financial matters associated with a faculty member’s research portfolio so that the faculty member may focus on the technical and academic content. Portfolio volume and complexity are reviewed at least annually to ensure reasonable assignments within the URA SPS post-award team. The Sponsored Program Manager is responsible for all duties of a post-award grant specialist in addition to responsibilities of a more experience level role, including an ability to mentor team members in identifying and re‑mediating deviations from established account management expectations. Responsible for assisting with the oversight of day-to-day sponsored program activities for an assigned portfolio of faculty researchers. This will primarily involve financial management of a faculty member’s sponsored research funding. The manager level role is expected to review and identify additional items outside of normal responsibilities of their team to discover and warn department leadership or any issues or corrective actions that are needed. The manager level role is expected to independently handle a more complex and diverse portfolio and participate in training and outreach activity for the RAS Team. This position also requires the ability to analyze, interpret and implement financial data, sponsor guidelines, and University policies and procedures. The job 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. Responsibilities This individual is a member of a Team and must contribute to the team effort, as needed. This will involve assisting colleagues to ensure timely service to departments, units, and sponsors, as needed and to perform back-up duties during staff vacations or sick leaves. Works directly with PIs or their delegates to facilitate management of grant activities which includes expenditure and budget reviews, audit of invoices and billings, monitoring accounts and preparing financial reports and projections for grants and other sponsored agreements. Notifies PIs of availability of funds while assisting and advising faculty in financial and project activities by implementing fiscal reporting process. Meets established account management expectations, identify deviations and resolve problems. Establishes account management expectations, identify deviations, resolve problems, prepares monthly, quarterly and/or yearly reports as necessary. Helps to develop training materials; guides, mentors, and assists junior staff with issues. Interacts with participants, external entities, sponsors, faculty, and other University of Chicago offices including departmental staff and central research administration staff to gather relevant information for the operation management of the sponsored project portfolio. Assists in training personnel who report to the PI on research administration operational policies and procedures. Works with pre-award staff to follow projects from the pre-award stage to the post-award stage. Assists with answering key operational questions on behalf of the PI. Participates in multi‑disciplinary projects related to goals of Post‑Award Services in a very dynamic environment. Coordinates with faculty by organizing risk analysis sessions and conduct statistical analysis of data. Tracks project timelines, ensure follow‑up, and provide timely reports to PIs and sponsors with proactive support of award management. Assists with technical reporting as needed, maintaining compliance for Animal and Human Subjects protocols and regulatory policies by being aware of and advising others of policy and procedures, and by facilitating any tracking or training requirements. Assists central pre‑award staff as needed with support in the preparation of grant proposals, including gathering and organizing necessary information from faculty across the University of Chicago and other institutions, writing and coordinating letters of support, and providing other information as required. Communicates and collaborates with university departments/units, URA pre‑award team and URA Post‑award, technology transfer and compliance teams/units to facilitate smooth transition throughout the full life cycle. Reviews sponsor guidelines and processes or assists with development of proposals in compliance with University and sponsor policies, and assists with other grant and contract activity. Provides faculty and administrators with application preparation, analyzing possible solutions to problems that arise using standard procedures. Reviews, interprets, and negotiates contract and grant terms to determine compliance and/or conflict with federal regulations and procedures. Guides correspondence between the agency and University community to obtain and process necessary pre‑ and post‑award information. Reviews and processes various 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. Work Experience: Minimum requirements include knowledge and skills developed through 5‑7 years of work experience in a related job discipline. Certifications: — Preferred Qualifications Education: Bachelor’s degree in a business or liberal arts field. Experience: Minimum five years of experience working with sponsored research administration in an academic environment. Technical Skills or Knowledge: Knowledge of Federal Circulars applicable to universities (OMB A‑21, A‑110, A‑133 or the Uniform Guidance) or interpretation of similar regulations. Background and experience with National Laboratories Preferred and with the University of Chicago systems such as AURA, Oracle, GEMS and Workday. Experience and advanced level proficiency working in Business Objects. Rapid proficiency in the use of University of Chicago systems such as AURA, Workday, GEMS, and a high level of proficiency in Excel and Oracle. Strong computer skills including word processing, database management and spreadsheet skills. Possess effective training skills. Analyze, interpret and implement financial data, sponsored guidance, and University policy and procedures. Preferred Competencies Strategic Mentoring and Influence: Leverages deep subject matter expertise and broad institutional awareness to guide colleagues and influence positive outcomes beyond direct supervision. Acts as a role model and resource for peers and junior staff, proactively sharing insights and strategies to address complex challenges within sponsored projects and university research administration. Work independently with a high degree of initiative, curiosity and minimal supervision. Willingness to learn new skills, take on new challenges, and ability to effectively interact and collaborate with all levels of university administrators and faculty members. Make decisions independently that will have downstream impacts on the management of sponsored projects. Communication Skills: Excellent oral and written communication skills with the ability to interact effectively with a diverse range of stakeholders, with faculty and administrative staff at the University, and close collaboration with all staff within the office of University Research Administration. Service Orientation: Positive, service‑oriented attitude with a courteous demeanor, maintaining professionalism in all interactions. Ability to develop and manage interpersonal relationships. Discretion and Confidentiality: Ability to handle sensitive and confidential situations with absolute discretion and maintain confidentiality. Attention to Detail and Accuracy: Exceptional attention to detail and thoroughness in completing tasks accurately. Work on multiple projects simultaneously, set priorities, and meet deadlines. Organizational and Multitasking Skills: Strong organizational skills with the ability to multitask, meet deadlines, and navigate ambiguity in a fast‑paced work environment. Interact by phone, email, online meetings 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. Judgment and Project Management: Sound judgment with the ability to prioritize and anticipate potential issues and address them proactively. Adaptability and Feedback Reception: Stay current with technology and digital tools. Ability to maintain composure under pressure, work flexible hours as needed, and respond constructively to feedback. Working Conditions Sit for 4 hours or more. Use computers extensively for 4 hours or more. Use standard office equipment and troubleshoot IT equipment in a remote/hybrid environment. Some evening and weekend work may be required. Application Documents Resume/CV (required) Cover Letter (preferred) Reference Contact Information (preferred) When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application. Benefits Eligible Yes The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook. Posting Statement The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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. 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