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, 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. ResponsibilitiesBusiness 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.