Pre-Award Research Specialist

About The Department

Provost URA:
Pre-Award Services

About The Department

University Research Administration 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

The Pre-Award Research Specialist is responsible for preparing, reviewing, and submitting proposals for support of research, training, and other sponsored activities at the University of Chicago as well as for large complex portfolios. External funding to the University that is managed by University Research Administration includes all submissions involving federal grants, cooperative agreements, and contracts; all submissions to domestic and foreign non-profit entities;

all submissions to corporate sponsors (for-profit sponsors), State of Illinois, and City of Chicago agreements; and all submissions for federal flow-through subawards to the University that are passed through from other sponsors. This 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.

The job executes a range 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

• Supports the pre-award activities for all sponsored projects for the University departments and units as assigned or directed.
• Provides review and approval of all proposal submissions prepared by departmental and unit grants personnel and routed through the AURA Grants system for institutional approval.
• As part of such review: provides written review comments on applications in AURA Grants and coordinates with local units and PI for timely and accurate submission of applications; reads and interprets agency guidelines and policies. Informs related offices as needed for input.
• Interprets Sponsor guidelines, funding opportunities, requirements, and policies or develops proposals in compliance with University and sponsor policies and assists with other grant and contract activity within AURA Grants; escalates issues accordingly to URA leadership.
• Provides additional oversight and support for large, complex proposals to departments or units to increase consistency and expertise in the application process.
• Facilitates contact with external funding sources, acting as a liaison between the sponsoring agency and the University community to obtain and process pre-award or proposal information.
• Provides review, approval and institutional endorsement for all post-submission or file updates (Just-in-Time (JIT)) including revised budgets, regulatory protocol approvals, subaward commitments, determination of subaward versus vendor documentation and any other documentation materials requested the agency prior to an award.
• Coordinates with Research Finance team counterparts at the transition from proposal to award stages to ensure a timely and smooth hand-off.
• Responsible for verification and review of University/Division-level commitments (cost sharing, matching, space, etc.) made in proposals to ensure that they are consistent with University policy and applicable laws and regulation.
• Communicates and collaborates with University departments, and teams within URA as well as technology transfer and compliance teams/offices to facilitate a smooth transition throughout the sponsored project life cycle.
• Provides back-up and support as needed for both the Pre-Award team and/or Sponsored Development Services Team.
• Maintain and update AURA records as necessary to confirm when proposals are not funded, withdrawn, or not routed.
• Leads and coordinates other activities and/or special projects in collaboration with Pre-Award Team and URA leadership.
• Lead/co-lead presentations and trainings internally and to the campus community, including outreach to grants staff and faculty.
• Lead/co-lead working groups within URA to create and update standard operating procedures and job aides to be used internally within URA; continuously seek to improve pre-award policy and processes.
• Prioritizes work in order to complete assignments in a timely manner.
• 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.
• Through interaction with a variety of federal and non-federal funding agencies, faculty, and staff,…