Business Systems and Operations Coordinator

Chapin Hall isseekinga full-time highlymotivated anddetail-oriented systems and research administration professional for the position ofBusiness Systems and Operations Coordinator reporting to theDirector of 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 andoptimizingDeltekCostpoint Chapin Halls 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 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

Business Systems (50%)

• Support the day-to-day operations ofDeltekCostpoint.
• Partnerships:Collaborate with the Business Systems Administrator and Grants andContracts Manager to ensure Chapin Halls business system meets the needs of the Research Administration and Compliance team.
• Help Desk & User Support: Respond to and resolve employee service requestspertaining toDeltekCostpoint system functionality and access within 5 business days.
• Employee Lifecycle Systems Administration: Conduct onboarding and offboarding activities including account provisioning/deactivation profile configuration andrequireddocumentation management.
• Project & Budget Setup: Build and manage project structures budgets forecasts and staff allocations within theDeltekCostpoint system duringinitialproject set-up and throughout project closeout to supportaccurateproject andfinancial management.
• Compliance & Rate Administration:Maintainrecurring 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 labordistribution 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 andfacilitatethe 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 projectpipeline reviewing requests and liaising with staff to ensure all documentation is received.
• Subaward Issuance and Management: With pre-award administrator manage subawardprocess collecting necessary compliance and budget information from external partners ensuring they are in good standing with federal 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-awardteam formanagement; develop and sustain processes thatfacilitatethe 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 tofacilitatecontracting.
• Internal Review:Prepare reports/summaries/analyses on award activity.

Performs additional duties assigned.

• Bachelors degree in Computer Science Management Information Systems or related technical field preferred; relevant Costpoint experience will be considered in lieu of bachelors degree.
• 3 yearsrelevant experience supporting business systems applications; experience with Costpoint T&E otherDeltekmodules 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 mappingdataand 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 successfulresolution.
• 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/functionalemergencies as theyoccur.
• Must have strong customer service orientation; be able tomaintaina professional demeanor and work under pressure to handle critical issues intimelymanner.
• 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 Excelskills

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. Reasonableaccommodationsmay 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.

• Must be able tooperatea computer extensively for four (4) or more hours per day.

• Must be able to travel locally and out of state occasionally.

Pre-employment background checks arerequiredfor all Chapin Hall positions. Chapin Hall approachesbackground checks with respect and fairness ensuring that every applicant is givenequitablereviewand opportunity. Chapin Halls background check processcomplies withSection 2-103.1 of the IllinoisHuman Rights a conviction will only be considered disqualifying if it has asubstantialrelationship to the job or if hiring theindividualwould pose an unreasonable risk to workplace safety. Ifyou have any questions please reach out to.

Formal expressions of interest are accepted online only. A cover letter resume writingsample and reference contact information are required to be considered for this in need of reasonable accommodation to complete the application process should contact Human Resources by calling or by sending an email to 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 orexpression citizenship citizenship status pregnancy ormaternity nationaloriginstatusasanindividual with disability ancestryprotectedveteranstatus oranyother statusprotected 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

Regardingthe 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 aredeterminedby the Chapin Hall Human Resources Department using a consistent rigorous andequitablereview process.

Benefits:

Chapin Hall provides a strong benefits program that addresses the diverse needs of our 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 parentalleaveand retirement options. For more information on our benefits visitourChapin Hall Website.

ORGANIZATION OVERVIEW

ChapinHallis an independent policy researchcenter that providespublic 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 Halls 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 Halls main impact areas include child welfare systems community capacity building and youth homelessness. For more information about Chapin Hall visit or ChapinHall. Take a moment to view avideo clipof staff on why they enjoy working at Chapin Hall.

In our efforts to create a vibrant workplace 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 Halls 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.

Chapin Halls unwavering partnership mindset is also demonstrated in its 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 embracediverse backgrounds diverse perspectives and diverse experiences in everything we do in every partnershipand in our workplace. Our inclusive approach to people partnerships and communities makes us abetter and stronger organization by bringing in innovative highly motivated 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.