Grants and Contracts Administrator

Job DetailsJob Location: Chicago, IL 60606Position Type: Full TimeSalary Range: $65,900.00 - $87,798.00 Salary/yearChapin Hall Center for Children is seeking a highly motivated individual to join its Research Administration and Compliance (RAC) team. This position supports Principal Investigators (PIs) and research and policy teams in preparing, reviewing, and submitting proposals. The role ensures compliance with sponsor, federal, and institutional rules, and coordinates closely with post‑award teams to maintain continuity across the project lifecycle. This position reports directly to the Grants and Contracts Manager. Chapin Hall embraces a Work from Anywhere approach, offering flexible remote work from anywhere in the United States. Our fully remote model is grounded in trust, accountability, and a shared commitment to high-quality work and collaboration, regardless of location. To get a glimpse of what this looks like in practice, we invite you to watch a short video featuring Chapin Hall staff working from home and across the country: Watch here While our work is remote, we intentionally create opportunities for connection and belonging. We offer in-person opportunities for staff to build (1) relationships and connection, (2) team cohesion and creativity, and (3) a strong sense of belonging to the organization. Staff are expected to participate in occasional work-related travel, including attendance at in-person All Hall Convenings, which emphasize shared learning, collaboration, and community. Reasonable accommodations are made for those who require modifications.   RESPONSIBILITIES Proposal Development & Submission: Lead and coordinate the preparation, review, and submission of complex proposals in collaboration with Principal Investigators (PIs). Guide proposals through the full development and submission lifecycle to secure funding for sponsored projects, including grants, contracts, and cooperative agreements from external and internal sources such as federal, state, and local agencies, as well as private companies and foundations. Notice of Intents (NOIs): Respond to Notices of Intent by conducting a thorough review of funding opportunities to assess proposal feasibility, compliance requirements, risks, and alignment with organizational policies and procedures. Establish proposal development timelines, identify and escalate areas of concern, and make recommendations regarding whether and how the organization should proceed with proposal submission. Compliance & Policy Application: Interpret and apply sponsor, federal, and organizational policies to ensure proposals are accurate, competitive, and compliant, establishing checkpoints throughout the development process highlighting areas that may affect timeline or compliance requirements. Budget Development: Prepare, review, and approve internal budget templates, and assist with budget justifications and sponsor required templates as needed. Administrative Support: Prepare and submit administrative and technical proposal components, including all sponsor-required documentation, Letters of Intent (LOIs), Memorandums of Understanding (MOUs), and coordinate with internal departments to gather necessary information and signatures to ensure timely and complete submissions. Recovery Rate: Review the opportunity for any budgetary or Indirect Cost rate restrictions and facilitate the internal recovery rate approval process, including securing approval as needed. Pre-Award Resources: Maintain and update pre-award templates and resources, ensuring information on Chapin’s intranet (The Hall) remains accurate, current, and readily accessible. Proposal Data Management: Maintain accurate and up-to-date proposal information in Costpoint Opportunities, lead monthly proposal queue meeting, and generate reports monthly, quarterly, and as needed to support tracking, analysis, and decision-making. Liaison Role: Serve as the primary point of contact on pre‑award matters, liaising between PIs, staff and funding agencies to clarify guidelines, requirements, etc. Subaward Issuance and Management: Manage subaward process, collecting necessary compliance and budget information from external partners, ensuring they are in good standing with federal registrations. Support Grants and Contracts Manager and Director of Finance in annual compliance reviews and risk assessments. Funder Portal Access: Maintain organizational access to Grants.gov and other funder portals by managing registrations, accounts, and associated credentials (e.g., IDs and passwords), ensuring all information remains current and compliant. Process Improvement: Contribute to continuous improvement of pre‑award processes and systems. Onboarding Support: Provide onboarding support to new PIs by guiding them through the proposal development process and supplying resources on administrative pre- and post-award policies and procedures. Coordination: Work with post‑award teams to align activities and ensure smooth transition from proposal to award. Performs additional duties as assigned. Qualifications Bachelor's degree with a minimum of five (5) years of demonstrated experience in pre-award activities, required. Prior experience in a nonprofit setting required. Familiarity with federal and major non-federal grant and contract policies required. High proficiency and fluency in Microsoft Office applications required. Diplomatic skills to navigate and negotiate complex project problems with internal project staff and sponsors to ensure the best outcome for Chapin Hall required. Knowledge of Costpoint-Deltek or similar database/CRM experience preferred.  Ability to work under pressure and adjust for additional hours, as necessary. Strong writing skills. Ability to write clearly, accurately, concisely and professionally in all correspondence and documentation. Exceptional organizational skills. Ability to manage deadlines and identify priorities in a fast- paced, results-oriented work environment. Strong analytical skills, including an ability to synthesize information and data and communicate conclusions effectively. Strong verbal communication and interpersonal skills; ability to work collaboratively with diverse internal colleagues and serve as a positive representative to external partners. Strong attention to detail, particularly regarding funder specifications and deadlines. Ability to work as part of a team as well as independently with a high degree of initiative required. Flexibility and ability to handle multiple, concurrent tasks required. Ability to exercise sound judgment, discretion, and tact, especially in sensitive and confidential matters.   MINIMUM PHYSICAL REQUIREMENTS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to remain in a stationary position for extended periods of time, with the ability to reposition as needed. Must be able to operate a computer or equivalent assistive technology for four (4) or more hours per day. Must be able to travel locally and out of state occasionally. Pre-employment background checks are required for all Chapin Hall positions. Chapin Hall approaches background checks with respect and fairness, ensuring that every applicant is given equitable review and opportunity. Chapin Hall’s background check process complies with Section 2-103.1 of the Illinois Human Rights Act. Accordingly, a conviction will only be considered disqualifying if it has a substantial relationship to the job, or if hiring the individual would pose an unreasonable risk to workplace safety. If you have any questions, please reach out to HumanResources@chapinhall.org. Formal expressions of interest are accepted online only. A cover letter, resume, writing sample, and reference contact information are required to be considered for this position. Individuals in need of reasonable accommodation to complete the application process should contact Human Resources by calling (773) 256-5157, or by sending an email to recruiting@chapinhall.org. Chapin Hall is an Affirmative Action, Equal Opportunity Employer that values and actively seeks diversity in its workforce. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, age, sex, genetic information, marital status, sexual orientation, gender identity or expression, citizenship, citizenship status, pregnancy or maternity, national origin, status as an individual with disability,  ancestry, protected veteran status, or any other status protected by law. Per U.S. Department of Labor regulations, Chapin Hall offers visa sponsorship in limited instances for hard-to-fill specialty occupation roles. If you have questions about visa sponsorship at Chapin Hall, please reach out to humanresources@chapinhall.org   Regarding the salary range: Chapin Hall adheres to a competitive market-aligned salary structure for all its administrative, policy, and research roles. Starting salaries within posted ranges are determined by the Chapin Hall Human Resources Department using a consistent, rigorous, and equitable review process. Benefits Chapin Hall provides a strong benefits program that addresses the diverse needs of our staff. We offer competitive and comprehensive benefit options that allow you to design your own plan, to balance individual needs with affordability and support long-term financial stability for staff and their family. Our benefits include comprehensive health plans, paid time off, sick time, parental leave and retirement options. For more information on our benefits visit our Chapin Hall Website.   ORGANIZATION OVERVIEW Chapin Hall is an independent policy research center that provides public and private decision-makers with rigorous research and achievable solutions to improve the lives of children, families, and communities. Chapin Hall partners with policymakers, practitioners, and philanthropists at the forefront of research and policy development by applying research, real-world experience, and policy expertise to deliver actionable information, practical tools, and positive change for children, youth, and families. Chapin Hall’s partnership mindset is demonstrated in a collaborative and innovative work environment committed to diversity and inclusion in our culture, projects, and workforce. Established in 1985, Chapin Hall's main impact areas include child welfare systems, community capacity building, and youth homelessness. For more information about Chapin Hall, visit www.chapinhall.org or Chapin_Hall. Take a moment to view a video clip of staff on why they enjoy working at Chapin Hall. In our efforts to create a vibrant workplace and because diversity is integral to designing and conducting research, collecting and analyzing data, and drafting policy solutions, Chapin Hall seeks to recruit, foster, and retain staff who are diverse in terms of their ability, age, ethnicity, gender identity, race, religion, and sexual orientation. As part of Chapin Hall's Racial Equity Principles, we especially encourage applicants from diverse backgrounds, including individuals who reflect the experiences and perspectives of families and young people served by child- and family-serving systems and programs. Our unwavering partnership mindset is also demonstrated in our commitment to employees by fostering a collaborative and innovative work environment that is committed to reflecting diversity and inclusion in its culture, projects, and workforce. We embrace diverse backgrounds, diverse perspectives, and diverse experiences in everything we do, in every partnership, and in our workplace. Our inclusive approach to people, partnerships, and communities makes us a better and stronger organization by bringing in innovative, multidisciplinary staff committed to fostering a truly collaborative work environment. We are committed to a respectful and inclusive work environment, work life flexibility, and partnerships that support diversity amongst our staff and within the communities we support.