Training Grant Program Administrator

Department

BSD GPA - Cluster Directors

About the Department

The University of Chicago biomedical enterprise houses three entities: the Biological Sciences Division (BSD), the University of Chicago Medicine (UCM), and the Pritzker School of Medicine. Collectively called UCM, we are one of the nation's leading academic medical institutions and have been at the forefront of discovery, education, and clinical care since 1927. Located 20 minutes south of downtown Chicago, our Hyde Park main campus provides a single environment for learning, world-renowned basic science and clinical research, and outstanding clinical care.
The BSD is the largest academic unit within the University. The BSD is comprised of faculty from ten basic science departments, 13 clinical departments, and several Centers and Institutes. The approximately 1,300 faculty and 3,000 staff members working in the BSD collaborate across the organization to achieve our Mission, Vision, and Values (MVV):
MISSION: As part of the University of Chicago, we pursue globally impactful solutions to seemingly unsolvable challenges. Through our rigorous research, innovative education, and comprehensive care and healing, we collaborate on life-changing advancements that create meaningful results for our community and the world, including a greater, more equitable future for all.
VISION: Together, we elevate the human experience with knowledge and health care.
VALUES:
• Commit to Excellence: We contribute our exceptional talents to all we do and empower the same spirit of excellence in others.
• Embrace Curiosity: We stay open to new ideas, champion diverse perspectives, and drive a culture of thoughtful risk-taking to deliver transformative innovation.
• Embody Equity: We identify systemic issues and then foster change to drive a more equitable environment inclusive of diverse people, ideas, and fields of science.
• Grow Together: We meaningfully collaborate with one another to create something bigger than we could ever achieve alone.
• Make a Difference: We lead with heart and compassion in all our interactions. We create positive change in our areas of influence, whether expanding scientific inquiry, developing the next generation of leaders, or healing our community.
• Take Ownership: We accomplish what we say we will and hold ourselves and one another accountable for our actions.
The MVV serves as our True North, charting our strategic plan for the next ten years and beyond. It is an exciting time to be a part of the University of Chicago and the BSD. Our team is helping to shape the future for our learners, staff, faculty, patients, and community.

Job Summary

The Training Grant Program Administrator will manage the program-side administration of four BSD training grants: MCB, DBTG, GME, and CBI.

Responsibilities

• Solicits, nominates, confirms, and terminates trainee appointments, distributing and collecting appointment and reappointment requests from trainees and trainers.
• Manages competitive calls for nominations on each program's timeline, including the shared predoctoral nomination in June across applicable programs, and prepares materials for PI, steering committee, and application-review meetings.
• Processes trainee appointments, including appointment letters and xTRAIN, and communicates closely with the program and the pre-award and post-award offices so that upcoming charges are anticipated.
• Processes trainee terminations, including termination notice statements, confirmation that funding sources are switched, xTRAIN updates, and stipend accuracy, again communicating with the award offices about charges to be accounted for.
• Onboards new training grant students each year and processes terminations for students leaving the grant.
• Works with the DOS team to establish initial workday positions and cost allocations for trainee appointments.
• Coordinates with the Post-Award team on ongoing costing allocations, payroll transfers, and position maintenance.
• Provides overview and support for predoctoral admissions and fellowship program applications, including quality control and coordination with home and source programs.
• Coordinates annual one-on-one meetings between all trainees and program directors.
• Tracks the academic progress of students committed to the training grants, along with their participation in required activities and courses.
• Maintains records of trainee-required activities such as workshops and talks, trainer and trainee email lists, directory of students who have left the grant or graduated, and a list of student publications.
• Gathers reports from trainees, working with PIs and trainees for quality control and completeness.
• Manages public access compliance in coordination with the PI.
• Takes on expanded responsibility for program course requirements.
• Coordinates with PIs, faculty, and students on program responsibilities, and coordinates across programs where roles are shared or not embedded.
• Hosts and coordinates recurring program meetings and events, including the Annual Trainee Welcome Meeting, Quarterly Steering Committee Meeting, Monthly Research in Progress (provides food), Monthly Practice Talk, Quarterly Trainer Lunch (orders food), Monthly Workshop, student-led planning meetings for the biennial symposium, quarterly trainee social events (orders food), and external advisory board visits.
• Coordinates annual program retreats.
• Distributes training grant updates to trainers, trainees, and departments.
• Works with unit to maintain the training grant websites.
• Submits and manages trainee and program expenses (TREs), consulting with the Director of Graduate Education. Reviews and approvals are handled by the post-award (T32) office.
• Purchases items for trainees on the grant; utilizes allowable charges for training related expenses and tracks spending per trainee. 
• Owns training grant tracking and reporting, including the master spreadsheet tracking templates, under the Director of Graduate Education's oversight.
• Gathers and supplies program information, trainer and PI biosketches, table data, and progress-report inputs to the pre-award and post-award offices.
• Assists with the annual Table of Graduate/Undergraduate Assistance and Program Statistics (TGAP), which the post-award (T32) office prepares and submits to URA at closeout.
• Assists with the annual Research Performance Progress Report (RPPR), which the pre-award (RAO) office prepares and submits, by gathering trainee reports and program data.
• Assists with the five-year training grant renewal process, which the pre-award (RAO) office prepares and submits, by supplying program materials and data.
• Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries. 
• Has moderate/high levels of interactions with faculty, researchers and staff for committee work or information.
• Performs other related work as needed.

Minimum Qualifications

Education:

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.

Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree in business administration, public administration, life sciences, or a related field.

Experience:

• Minimum 3 years of experience administering federally sponsored programs, training grants, fellowships, or academic programs within a higher education or research environment.
• Supporting NIH-funded programs, particularly institutional training grants (e.g., T32), fellowships, or other federally sponsored training initiatives.
• Managing complex administrative processes such as appointments, funding changes, compliance requirements, and reporting.
• Coordinating student, trainee, postdoctoral, or faculty-facing programs and activities.
• Maintaining program data, generating reports, and tracking outcomes using spreadsheets, databases, or grant management systems.
• Using systems such as xTRAIN, Workday, Oracle, PeopleSoft, or similar grant, and financial management platforms.

​Preferred Competencies

• Strong program, project management, and organizational skills, to manage multiple timelines, activities, meetings, events, and competing priorities with high attention to detail.
• Strong grant compliance and reporting skills, including accurate recordkeeping and support for required tracking and reporting of activities.
• Strong data management and analytical skills.
• Excellent collaboration skills, to build relationships and work effectively with a variety of stakeholders in a matrix environment.
• Strong written and oral communication skills.
• Strong financial administration skills.

Working Conditions

• Office environment.
• Weekend/Evening hours as needed.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$65,000.00 - $80,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

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