Pre Award Administrator
The University of Chicago

Chicago, Illinois

Posted in Education and Training

This job has expired.

Job Info


BSD MED - Pre and Post Award: Retzer

About the Department

The Department of Medicine was the first department created when the medical school began over 110 years ago. It has evolved into the largest department not only in the medical school with over 300 full time faculty but is also the largest department in the University. The main missions of the Department of Medicine, scholarship, discovery, education and outstanding patient care, occur in a setting of multicultural and ethnic diversity. These missions are supported by exceptional faculty and trainees in the department. The Department of Medicine also takes great pride in providing unparalleled, comprehensive and innovative patient care. The Department's clinical excellence is continually recognized by the highly regarded US News and World Report. Each of the Department's sub-specialty practices are recognized as programs of national, regional, and local distinction for our novel diagnostic and therapeutic patient care offerings. The Department of Medicine has a long and proud history of research and discovery in the basic, clinical and translational sciences. Currently, the Department of Medicine is among an elite group of medical centers who are leading in the discovery and delivery of personalized medicine. Our impressive pool of talented researchers is renowned for bridging the bench to the bedside, and clinical research evaluations of new drugs and devices. The educational mission of the Department of Medicine is to train exceptional healers and the future leaders in academic medicine. The Department is home to four top residency programs (Internal Medicine, Emergency Medicine, Dermatology and Medicine-Pediatrics) and twelve fellowship programs, including seven federally funded training grants. Diversity of housestaff and faculty is a key priority in our enterprise, both to cultivate leadership from underrepresented minorities and women and to reflect the ethnic and racial makeup of the patients we serve. Our trainees and faculty are recruited from top medical schools in the country.

Job Summary

The Pre-Award Administrator will facilitate the development and initiation of research grants and contracts within the Department of Medicine.


  • Works with faculty and staff to identify, prepare, and submit grant applications to federal and private sources and secure sponsored funding from federal and local granting agencies as well as foundations.
  • Assists in the timely submission of required annual reports and continuation applications.
  • Serves as a resource to Section administrators and post-award account administrator to ensure that award activities and spending adheres to award terms and conditions.
  • Attends institutional meetings that focus on grants management and establishes and maintains appropriate working relationships with both internal and external agencies.
  • 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.
  • 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

  • Bachelor's degree or higher in accounting, business administration, or relevant field.

  • Administrative, accounting, or grant and contract administration experience.
  • 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.

Technical Skills or Knowledge:
  • Strong computer skills including word processing, database management, and spreadsheet skills.
  • Strong financial and analytical skills.
  • Familiarity with federal and non-federal grant and contract policies.
  • Knowledge of research methods and funding sources.
  • Knowledge of Clinical Trials.
  • Knowledge of federal and non-federal regulations for grant management.
  • Knowledge of fund accounting.
  • Proficiency with spreadsheet, word processing software, and accounting software.

Preferred Competencies
  • Excellent verbal and written communication skills.
  • Attention to detail.
  • Flexible and adaptable.
  • Strong organizational skills.
  • Research issues and propose solutions to problems.
  • Demonstrated initiative in improving processes and enhancing systems.
  • Exercise sound judgment, discretion and tact.
  • Time management skills and the ability to handle multiple, concurrent tasks within deadlines.
  • Work with individuals from across the division and university.
  • Supervisory skills if individuals reporting to position.

Application Documents
  • Resume/CV (required)
  • Cover Letter (required)

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


Pay Frequency


Scheduled Weekly Hours


Benefits Eligible


Requires Compliance with University Covid-19 Vaccination Requirement


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

This job has expired.

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