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Pre-Award Research Administrator

Job Description

Pre-Award Research Administrator

Job Information

Job Summary:

The Grants and Contracts Pre-Award Research Administrator is responsible for preparing, reviewing and coordinating proposals for support of research, training, and other sponsored activities at The University of Chicago. External funding to the University that is managed under the Pre-Award Services unit of University Research Administration includes all submissions involving federal grants, cooperative agreements and contracts; all submissions to domestic and foreign non-profit entities; and all submissions for federal flow-through subawards to the University that are passed through from all other sponsors.


  • The individual in this position is responsible for supporting the pre-award activities for all sponsored projects for the University departments and units assigned to the position.
  • The individual will provide review and approval of all proposal submissions prepared by departmental and unit personnel and routed through the AURA system for institutional approval.
  • As assigned or requested, the individual will also prepare the full administrative portions of a proposal for designated departments and units that require or request professional assistance in the development of a proposal application.
  • Additional support for large, complex proposals will also be made available to any department or unit to increase consistency and expertise in the application process.
  • 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 staff vacations or sick leaves.


  • 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.
  • This position requires rapid proficiency in the AURA-GRANTS web-application system. Incumbents are expected to review Sponsor guidelines and process or develop proposals in compliance with university and sponsor policies, and assist with other grant and contract activity within AURA-GRANTS.
  • 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.

Additional Requirements

Education, Experience and Certifications:

  • Bachelor's degree required. Bachelor's degree in a business or a Liberal Arts field preferred.
  • A minimum three years of experience required.
  • A minimum three years of experience working with sponsored research administration in an academic environment 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 preferred.

Working Conditions & Physical Demands: (if applicable)

  • Ability to work with various sponsor electronic systems required.
  • Rapid proficiency in the AURA-GRANTS web-application system 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.
  • Good Negotiation skills 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.
  • Ability to review and processes information within a computerized web system (AURA) throughout most of the work-day required.
  • Some travel 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

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.

Required Documents:

  • Resume
  • Cover letter

NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application

Benefit Eligibility


Pay Frequency


Pay Range

Depends on Qualification

Scheduled Weekly Hours




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Pre-Award Research Administrator