Grants and Contracts Associate - Physics

Hiring Department: Physics

Location: Chicago, IL USA

Requisition ID: 1021109

Posting Close Date: 2/2/2024

About the University of Illinois Chicago

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

This is a full-time and benefits eligible position. Hybrid and flexible work schedules are available. UIC offers competitive salaries commensurate with experience. In addition all full time benefits eligible positions include a comprehensive benefits package which include; Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes; Vacation, Holiday and Sick. In addition we offer tuition waivers for employees and dependents. Click for a complete list of Employee Benefits

Description:

Under direct supervision from the Physic Finance Business Administrative Associate this position will mainly support the sponsored program administration for the UIC Department of Physics. Administrative support and guidance are expected for both faculty and students during the complete life cycle of federal and private funding. Activities can include: proposal preparation and submission; contract negotiation; sub-award support; pre-award and post-award administration (both financial and non-financial) of grants, awards and contracts that provide support for research, curriculum development, outreach, and/or service work. Additional duties include supporting the T-Card and P-Card programs for the Physics Department, as well as reconciliation of accounting ledgers and approval of travel requests and reimbursements.
Duties & Responsibilities:

• Organize and prepare pre-award proposal documentation including budgets, budget justifications, Letters of Intent (LOI), Commitment Letters, Cost Share obligations, prepare Memoranda of Understanding (MOUs), subawards, and other required sponsor forms; direct and support grant applications for faculty and other research personnel.

• Review and interpret grant and other funding opportunities to ensure compliance prior to application submission; prepare Electronic Proposal Approval Form (E-PAF) for routing to the Office of Sponsored Programs; consistent communication with the Office of the Vice Chancellor for Research (OVCR).

• Manage all academic and research appointments and provide projections to ensure compliance with grant requirements; prepare regular expense reports for PI review.

• Prepare and process invoices, Purchase Orders (PO), contracts, and other purchasing and payable activities; consistent communication with the Purchasing and Payables Departments.

• Prepare and approve travel reimbursements and travel arrangements for faculty, students and staff; participate in Chrome River committees and provide updates to the department.

• Manage and assist Physics Faculty with requests for no-cost extensions, progress reports, prior approval requests, and grant closeouts; assist with all effort reporting activities associated with sponsored research awards; inform faculty and research staff of changes in sponsor policies and regulations; manage, coordinate and ensure compliance with federal, state, and university requirements; consistent communications with the UIC Grants & Contracts office (GCO).

• Serve as a subject matter expert on all financial aspects for Pre and Post award grant administration.

• Performs other related duties and participates in special projects, as assigned.

Minimum Qualifications Required:

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required 180 days of employment.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation