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Grants Specialist 1 - Rush Behavioral Sciences Research

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Job Details
Job Order Number
Company Name
Rush University Medical Center
Physical Address

Chicago, IL 60664
Job Description

Job Title:

Grants Specialist 1 – Rush Behavioral Sciences Research


Behavioral Sciences




Active Regular FT (72 to 80 hours per pay period)



Job Number:


Job Description:

At Rush University Medical Center in Chicago, Illinois, we are committed to advancing scientific medical knowledge through research. We are revitalizing our medical centers with an emphasis on productivity, transparency and accountability. Are you looking to be a part of the exciting, always evolving and expanding new developments in research at Rush?

If so, you may be the right candidate for the Grants Specialist 1 position with the Rush Department of Behavioral Sciences.

Position Highlights :

The Grants Specialist will oversee all pre- and post-award grants management functions of the department. This includes, but is not limited to, preparing and submitting grant and contract proposals (sponsored program opportunities). Additionally, this individual will monitor award performance, plan assessment meetings and design and pull reports from the grants database while also developing strategies to optimize the grant and contract administration process to support the Department of Psychiatry’s evolving needs. The Grants Specialist is accountable for excellence in the development and implementation of research administration procedures related to pre- and post-award administration of sponsored program activities. This position will work closely with Rush University’s Office of Research Affairs – the administrative group at Rush responsible for the oversight of all sponsored award activities (pre- and post-award) of the University. Specific responsibilities include developing, implementing, and evaluating procedures for the identification of new grant and contract opportunities, and for planning, submitting reports for and monitoring the progress of funded awards. Trains faculty and staff in various administrative procedures associated with obtaining, administering, and budgeting for funded grants and insuring compliance with institutional, foundation, sponsor, and National Institutes of Health (NIH) procedures in particular. Continuously updates knowledge of federal regulations and serves as the primary administrative liaison with sponsor personnel, other external agencies, research faculty, and senior institutional officials. This position also helps ensure timely completion of administrative reports and completion of special projects as needed. This position exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures.

Position Responsibilities :

Department Grant and Contract Administration (15%) :

§Coordinate and oversee the work flow and effectiveness of the grant administration process and staff, including grant program launches, evaluation of grant applications, contracting and administration of projects once contracted.

§Provide administrative leadership to support staff who manage sponsored awards, day-to-day, within the department.

§Consult with individual faculty on timelines of grant funding and submissions to help them meet their sponsored program proposal goals.

§Establish relationships with the Primary Investigators (PI), helping them meet long-term strategic goals and day-to-day challenges – contributing the overall success of the department.

§SupportPIs and Program Coordinators for site visits or program meetings by preparing accurate and understandable reports on use of funds and projected fund balances.

§Meet regularly with Project Coordinators and Project Managers of federally funded research projects led by Psychiatry faculty.

§Develop, create, and seek out new and better ways to meet and exceed high performance of grant administration functions.

§Strive to make the grant administration processes as efficient, transparent and effective as possible.

Pre-Award Administration (40%) : The Grants Specialist assumes leadership and primary accountability for the following activities:

§Work with the Office of Research Affairs to establish standard departmental operating procedures for pre-award grant administration that ensures high levels of service to department faculty members. This includes training staff and faculty in these policies and procedures.

§Provide leadership and oversee pre-submission proposal planning and budget development with department faculty. Ensure a timely and efficient submission process according to sponsor guidelines and remain in compliance with institutional requirements for grant applications, NIH Just-In-Time requirements, progress reports, and subcontracts.

§Provide expertise in all phases of contract and grant proposal development, administration, and management. Apply broad knowledge of, and experience with, Federal Office of Management & Budget (OMB) Circulars and administrative guidelines for federal and non-federal grants, as well as NIH policies and procedures, pre- and post-award processes, and Departmental procedures.

§Help identify new funding opportunities for faculty. Consult with faculty on timelines for expected grant funding to help them meet their goals.

§Educate principal investigators and managers on policies and procedures of the Office of Research Affairs, NIH, Rush Research Portal, and regulations pertaining to proposals and awards.

§Coordinate the web-based grant submission process in the Rush Portal and commensurate federal and non-federal grants submission portals (processing grant applications, ensuring applications meet application standards, ensuring all data has been appropriately inputted and linked in the database).

§Provide research administration leadership to the Rush Center for Urban Health Equity Executive Committee. This includes developing timelines and processes for submitting Center grant applications.

§Serve as primary administrative liaison with NIH, other external agencies, and research officials at Rush.

§Ensure the accuracy and integrity of grant reports and submissions.

Post-Award Administration (40%): The Grants Specialist assumes leadership and primary accountability for the following activities:

§Provide sponsored programs administration knowledge to principal investigators and project directors on post-award issues such as applicable regulations, allowablility of costs, equipment purchases, budget variances, subcontract administration and timeliness, extensions, re-budgeting, and cost-share requirements.

§Develop effective post-award management. Meet with principal investigators and project directors to advise on budgeting, operations, and general and unique reporting responsibilities.

§Work with Rush Fund Accounting to manage grant expenditure and subcontract payment processing.

§Serve as liaison with funding agencies, ensuring compliance with stated regulation guidelines, and responding to other programmatic needs identified by principal investigators, project directors, Rush administrative personnel, NIH/foundation program officers, and/or NIH/foundation grants management personnel.

§Lead research personnel through research closeout procedures and serve in an advisory role in the development of all external reports to sponsors.

§Provide oversight of contract and grant administration. Plan, develop, implement, and monitor policies and systems to effectively manage grant and contract post-award activities.

§Communicate altered timeframes and payment schedules to appropriate staff (accounting, departmen

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