Chapin Hall

Support and optimize business systems and research administration processes across project lifecycles. | Experience with business systems support, user help desk, project and budget setup, compliance, and collaboration with finance and research teams. | 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, 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 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.

Support qualitative data collection and analysis, participant recruitment and engagement, ethical research compliance, and assist with project coordination and dissemination of findings. | Entry-level experience with lived child welfare system experience preferred, ability to conduct interviews and data coding, strong ethical standards, and willingness to learn through on-the-job training. | Chapin Hall is seeking an individual with lived experience with the child welfare system who, through on-the-job-training and coaching, will contribute their skills, knowledge, and insights to the responsibilities of a Project Associate role. This is an entry level position, and it is understood that candidates will require on the job training and support to conduct the duties and responsibilities listed below. This role is considered part-time (averaging 13 hours per week) and temporary (expected to last 12 months). This Position Is Designed To Leverage Personal Experience And Professional Development To Support Projects Aimed At Improving Outcomes For Children, Youth, And Families. The Project Associate Will Support Three Major Illinois Department Of Children And Family Services Projects Through • Assisting in collecting, organizing, and analyzing data from qualitative interviews. • Supporting the development and implementation of recruiting strategies to engage youth, families, and stakeholders. • Conducting structured and semi-structured interviews. • Helping to translate research findings into actionable insights to support program and policy improvements. 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. modifications. RESPONSIBLITIES (On-The-Job-Training) Participant Focused Data Collection & Knowledge Translation • Recruits youth, families, and community stakeholders for research studies through outreach, partnerships, and digital platforms. • Obtains informed consent and explains study objectives, confidentiality, and participant rights in an accessible, culturally sensitive manner. • Conducts or supports interviews, focus groups, and surveys, ensuring respectful communication and active listening while coordinating participant engagement to ensure they feel comfortable, respected, and supported throughout the research process. • Transcribes and codes qualitative data, utilizing software tools to organize, manage, and analyze information on youth and family well-being, service access, and program outcomes, while maintaining data integrity and adhering to research protocols. • Works with team members to improve interview questions and data collection methods. • Conducts literature searches to support research objectives and contextualize findings. • Creates charts, graphs, and summaries to clearly present research findings. • Helps translate data and community feedback into actionable recommendations for policy and practice. • Assists in disseminating project findings to external audiences. Ethics, Compliance, & Data Integrity • Confirms that information used in the study is reliable and meets ethical research standards. • Ensures all research activities protect participant privacy and follow data protection and ethical guidelines. Collaboration & Project Support • Attends team meetings and other internal meetings to discuss progress, share updates, and offer input. • Supports efforts to improve programs using data, research, and community input. • Performs other tasks to help projects run smoothly. • Performs other tasks as assigned.