Business Systems and Operations Coordinator

Chapin Hall is seeking a full-time, highly motivated, and detail-oriented systems and research administration professional for the position of Business Systems and Operations Coordinator, reporting to the Director of Finance. This role is a dynamic, cross-functional opportunity that collaborates closely with colleagues across Chapin Hall, including Research Administration and Compliance, Finance, Human Resources, and Research teams. The position plays a critical role in supporting and optimizing Deltek Costpoint, Chapin Hall's financial and project management platform, while also contributing to pre-award and award acceptance activities. This role ensures the accuracy, compliance, and efficiency of business systems and research administration processes throughout the full project lifecycle-from proposal development and award acceptance through project closeout.

Chapin Hall embraces a "Work from Anywhere" approach which offers flexible remote work from anywhere in the United States. Chapin Hall also offers in-person opportunities for staff to build: 1) connections, 2) team cohesion and creativity, and 3) a sense of belonging to the organization. Staff are expected to participate in occasional work-related travel, including attendance at "All Hall Convenings" that emphasize shared learning, teamwork, and fellowship. Reasonable accommodations are made for those who require modifications.

RESPONSIBILITIES

Business Systems (50%)

• Support the day-to-day operations of Deltek Costpoint.
• Partnerships: Collaborate with the Business Systems Administrator and Grants and Contracts Manager to ensure Chapin Hall's business system meets the needs of the Research Administration and Compliance team.
• Help Desk & User Support: Respond to and resolve employee service requests pertaining to Deltek Costpoint system functionality and access within 5 business days.
• Employee Lifecycle Systems Administration: Conduct onboarding and offboarding activities, including account provisioning/deactivation, profile configuration, and required documentation management.
• Project & Budget Setup: Build and manage project structures, budgets, forecasts, and staff allocations within the Deltek Costpoint system during initial project set-up and throughout project closeout to support accurate project and financial management.
• Compliance & Rate Administration: Maintain recurring federal compliance updates such as OCONUS per diem rates and annual mileage reimbursement rates.
• Bi-Weekly Payroll Cycle Support: Work with Business Systems Administrator to execute semi-monthly timesheet imports, reconcile labor distribution with payroll records, post labor distribution to the General Ledger, and communicate personnel or system updates to Human Resources, Accounting, and Research Administration and Compliance.
• Month-End Close Support: Work with Business Systems Administrator to complete labor distribution postings and reconciliations, run burden calculations and rate loads, execute standard financial close reports, and perform revenue recognition updates.
• Year-End Configuration & Compliance Support: Work with Business Systems Administrator to update annual labor settings, salary caps, timesheet and holiday year configurations, burden templates, and historical tables, while ensuring all annual rate and schedule updates align with current federal guidelines.

Pre-award Support (25%)

• Support Pre-award administrator, Grants and Contract Manager, and Director of Finance in pre-award activities.
• Recovery Rate: Review the opportunity for any rate restrictions and facilitate the recovery rate approval process including securing approval as needed.
• Advance Accounts: Serve as the point of contact for advance accounts on new and existing projects by monitoring project pipeline, reviewing requests, and liaising with staff to ensure all documentation is received.
• Subaward Issuance and Management: With pre-award administrator, 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.

Award Acceptance (25%)

• Oversee the transition of awards from pre-award to post-award team for management; develop and sustain processes that facilitate the effective and seamless transition of awards.
• Revenue Recognition: Support Grants and Contracts Manager with revenue recognition determinations.
• Contracting: Collaborate with Legal team, PIs, and Pre-award administrator to facilitate contracting.
• Internal Review: Prepare reports/summaries/analyses on award activity.

Performs additional duties assigned.

• Bachelor's degree in Computer Science, Management Information Systems, or related technical field preferred; relevant Costpoint experience will be considered in lieu of bachelor's degree.
• 3+ years relevant experience supporting business systems applications; experience with Costpoint, T&E, other Deltek modules, and Cognos preferred.
• 3 years of project management experience preferred.
• Thorough understanding the grants and contract lifecycle. Experience with post-award management preferred.
• Experience designing configuration, mapping data and supporting integrated ERP solutions.
• Demonstrated ability to apply systems knowledge while supporting business needs.
• Proven partnering with multiple internal departments to include strong background in supporting
• cross-functional teams.
• Demonstrated ability to take ownership of problems, analyze facts, draw conclusions, suggest
• solutions, and work autonomously, or with others ensuring successful resolution.
• Ability to plan and manage multiple, concurrent tasks, projects, and deadlines.
• Ability to adapt to changing work efforts, manage the impact of shifting priorities, and resolve
• technical/functional emergencies as they occur.
• Must have strong customer service orientation; be able to maintain a professional demeanor, and work under pressure to handle critical issues in timely manner.
• Excellent interpersonal, collaboration, verbal communication, and written communication skills.
• Demonstrated ability to prepare detailed written instructions and documentation.
• Strong attention to detail, with a commitment to high quality work.
• Ability to work as a team member or as an individual contributor.
• Superb analytical and critical thinking skills.
• Demonstrated judgment and discretion in the sharing of sensitive information.
• Advanced skills with the Microsoft Office Suite required including strong Excel skills

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.

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  Must be able to remain in a stationary position for extended periods of time.

  
  
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  Must be able to operate a computer extensively for four (4) or more hours per day.

  
  

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  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. The Chapin Hall Benefits Program offers 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.