The Post-Award Operations Supervisor is responsible for identifying and remediating deviations from established account management expectations. The successful candidate will be analytical, proactive, solution-oriented, and possess exceptional communication skills. This individual will be self-motivated and have the ability to exercise sound judgement in prioritizing tasks
The individual in this position is also responsible for oversight of financial and non-financial post-award activities for all sponsored projects for the University and acts as a liaison to sponsors for all departments and units assigned to the position. The 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 vacation or sick leaves of other award team staff.
Incumbents are expected to review Sponsor guidelines and process or manage awards in compliance with university and sponsor policies, and assist with other grant and contract activity.
Supervises day-to-day activities of assigned staff within the Post-Award Research Administration team.
Assists with portfolio management in times of transition and staff absence, which includes input and/or review data in university systems, inspecting for accuracy on account establishment for correct attributes such as: sponsor, indirect cost rates, billing pay modes, grant values, reporting requirements, etc. Ensure cost share is properly established and reported.
Direct preparation of, monitor and approve sponsor required fiscal and management reports. Prepare and/or review billing reports and request invoices as appropriate. Complete/review and approve back-up documentation as necessary prior to submission of reports.
Review and approve cost transfers. Assist billing area as needed to claim payments.
Prioritize work in order to complete assignments on a timely basis. This includes distributing awards through AURA, establishing accounts in the financial system and updating records as necessary. Maintain appropriate data entry into institutional database for all account creates and modifications, ensuring data quality and documentation of any institutional risk.
Responsible for monthly and ad hoc reporting to review award and accounting discrepancies and work to resolve issues with all teams within URA. Identify reporting gaps and work with the Quality Management Team to create and/or modify reports to ensure efficiency in business processes and reduce the incidence of errors.
Partner with business units/departments to monitor post-award activities (grants management) for major changes to project work scope or major changes to anticipated expenditures, etc.
Implement actions to proactively avoid problems with accounts. Monitor, review, and complete delinquent account closeouts.
Coordinates with the URA training team to develop and implement training programs relating to issues of current importance in grant and contract management are communicated to, and understood by the research administration community on campus.
Lead presentations and trainings internally and to the campus community.
Lead working groups within URA to create and update standard operating procedures and job aids to be used internally within URA. Continuously seek to improve account management process.
Gain and maintain thorough understanding of university and sponsor regulations. Ability to answer questions and help assist with training and development of the post award team. Develop relationships with sponsor personnel while monitoring developments/changes within sponsoring agency.
This position requires rapid proficiency in University of Chicago systems such as AURA, FAS, Business Objects, ACCTS, PETS, GEMS, e-Payments and a high level of proficiency in Excel.
This position requires the ability to analyze, interpret and implement University policy and procedures.
This individual will maintain excellent communication skills (oral & written), planning, problem-solving, organizational, project management and customer services skills.
The position requires direct contact with professional staff at the federal government, with non-federal sponsors, corporate sponsors, with other institutions, and with faculty and administrative staff at the University.
Customer service is a high priority of the office and civility and professionalism are required at all-times.
Education, Experience or Certifications:
Bachelor's degree required. Bachelor's degree in a business or Liberal Arts field preferred.
A minimum three years of experience working with sponsored research administration in an academic environment preferred.
Relevant experience interpreting sponsored research grants and contracts, and working with budgets, ledgers, invoices and fiscal reporting preferred.
Knowledge of Federal Circulars applicable to universities (OMB A-21, A-110, A-133 or the Uniform Guidance) or interpretation of similar regulations is required.
Experience with University of Chicago systems such as AURA, FAS, ACCTS/PETS, Business Objects, and Workday preferred.
Experience and advanced level proficiency working in Business Objects preferred. Able to quickly comprehend current reporting practices, troubleshoot issues, develop/create complex reports, and translate data once exported.
Working Conditions and Physical Demands:
Ability to work with various sponsor electronic systems required.
Rapid proficiency in the use of University of Chicago systems required.
Strong computer skills including word processing database management, and spreadsheet skills required.
Ability to interpret sponsor guidelines and regulations to ensure accurate response
Ability to manage detail-oriented workload required.
Ability to organize and prioritize workload during high-pressure, high-volume workload periods required.
Ability to exercise sound judgment, discretion, and tact required.
Ability to manage stress required.
Ability to handle multiple, concurrent tasks required.
Excellent verbal and written communication skills required.
Some travel may be required.
Ability to communicate in writing
Ability to communicate orally
Ability to develop and manage interpersonal relationships
Ability to exercise absolute discretion regarding confidential matters
Ability to pay attention to detail
Ability to work effectively and collegially with little supervision or as member of a team
Ability to work with frequent interruptions
Ability to sit for 4 hours or more
Ability to use computers extensively for 4 hours or more
Ability to travel to various on-campus locations on a daily basis
Ability to Use Standard Office Equipment
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
The above statements are intended to describe the general nature and level of the work being performed by people assigned to this job. They are not an exhaustive list of all duties and responsibilities associated with it.
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 the Applicant Inquiry Form.
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