University of Chicago · 16 hours ago
Pre-Award Research Specialist
Chicago, IL
Full-time
Hybrid
Entry, Mid Level
$64K/yr - $84K/yr
2+ years expThe University of Chicago is seeking a Pre-Award Research Specialist responsible for preparing, reviewing, and submitting proposals for research and sponsored activities. This role involves direct contact with various sponsors and faculty, ensuring compliance and facilitating the submission process for federal and non-federal grants.
Higher Education
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, provides professional assistance with full authority in the administration and coordination of proposals and awards in research and training
With moderate 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
Qualification
Required
Minimum requirements include a college or university degree in related field
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline
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, provides professional assistance with full authority in the administration and coordination of proposals and awards in research and training
With moderate 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
Preferred
Bachelor's degree in business or liberal arts field
Prior experience working with sponsored research administration (i.e., research administration, pre-award and post-award management) in an academic environment a plus
Participation in interpreting sponsored research grants and contracts, and working with budgets, ledgers, invoices and fiscal reporting strongly preferred
Knowledge of the Uniform Guidance or interpretation of similar regulations strongly preferred
Proficiency in the use of University of Chicago systems such as Huron Research Suite, Oracle Cloud, and Workday
Strong computer skills including word processing, database management and spreadsheet skills (Microsoft Office suite and Adobe suite a must)
Ability to develop proficiency and work with various sponsor/third-party electronic systems
Independence: 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
Benefits
Health, retirement, and paid time off
Company
University of Chicago
One of the world’s great intellectual destinations, the University of Chicago empowers scholars and students to ask tough questions, cross disciplinary boundaries, and challenge conventional thinking to enrich human life around the globe.
10001+ employees
H1B Sponsorship
University of Chicago has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (341)
2024 (318)
2023 (285)
2022 (233)
2021 (179)
2020 (172)
Funding
Current Stage
Late StageLeadership Team
Benedicte Nolens
Distinguished Executive in Residence
Recent News
2025-11-08
San Gabriel Valley Tribune
2025-10-23
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