Contracts & Grants Specialist

The Department of Surgery is the 3rd largest department within Indiana University School of Medicine (IUSM). We are committed to the education and development of excellent surgical clinicians, incorporating the skills, knowledge and competencies essential for providing a high standard of care to residents across the state of Indiana and beyond. Faculty educators in the Department of Surgery strive to advance surgical scientists and their research and aim to instill the leadership qualities that will empower graduates to excel in all practice settings.
As the nation's largest medical school, IUSM is committed to being an institution that not only reflects the diversity of the learners we teach and the patient populations we serve, but also pursues the values of diversity, equity and inclusion that inform academic excellence. We desire candidates whose work contributes to equitable and inclusive learning and working environments for our learners, staff, and faculty. IUSM strives to take an anti-racist stance, regularly evaluating and updating its policies, procedures, and practices to confer equitable opportunities for contribution and advancement for all members of our community. We invite individuals who will join us in our mission to advance racial equity to transform health and well-being for all throughout the state of Indiana.
Job Summary
The Contracts and Grants Specialist will provide sponsored funds management with specific responsibility for pre-award and post-award functions that include, but may not be limited to proposal preparation, budget development, account maintenance and oversight, billing/invoicing, reporting, and closeout. The primary goal of this position is to support the timely, effective and efficient functioning of sponsored funding for the Department of Surgery.
Department-Specific Responsibilities

• Functions independently when working on grants and contracts responsibilities under the direction of the Director of Grants and Contracts.
• Assists with pre and post award support responsibilities for simple to moderately complex grants/contracts, including those from NIH, NSF, DOD and NASA, Foundation grants and subawards from other institutions on their federal pass-through grants.
• Partners with departmental faculty and/or budgetary staff for the planning and development of grant application submissions to various federal agencies, foundations, and other sponsors.
• Understands and utilizes institutional policies for pre-award grant process and sponsor guidelines.
• Provides instruction, preparation assistance, and support related to grant application procedures.
• Reviews budgets and related justification for appropriateness and completeness of content. Ensures that all applicable and indirect costs have been applied. Involves more senior members of the research team for direction, as needed.
• Ensures compliance in all other areas related to grant and contract management, including sponsoring organization guidelines, internal protocols, accurate protocol information within grant documents, conflicts of interest, etc.
• Coordinates related details for all assigned grant submissions to ensure timeliness and accuracy.
• Supports all relevant post-award responsibilities, including award set up, account reconciliation, effort reporting, cost transfers, paying invoices, making purchases, processing reimbursements, closeouts and related faculty support.
• Maintains ongoing updates and communications related to current grants and contracts with principal investigator and the Office for Research Administration.
• Performs post-award accounting, including regular financial reporting to principal investigators to ensure expenses are reasonable, allocable, and allowable.
• Interprets regulations and guidelines of program funding for standard grants and prepares reports for grant agency.
• Ensures compliance with sponsor terms, university policies/procedures, and federal/state regulations.
• Requests or approves amendments to contract terms or contract extensions.

General Responsibilities

• Provides financial monitoring and analysis of contracts and grants and partners with Principal Investigator(s) to ensure expenses are being paid according to contract
• Consults on and completes pre-award applications and participates in contract closeouts.
• Performs post-award accounting of more complex grants; interprets regulations and guidelines of program funding for standard grants and prepares reports for grant agency.
• Evaluates contract compliance and advises others on contractual rights and obligation.
• Analyzes awards to determine reporting requirements and sending reports/invoices.
• Requests or approves amendments to contract terms or contract extensions.
• Prepares bids or requests for proposals (RFPs), including specifications and requirements; negotiates contract terms and participates in the determination of acceptable bids.
• Analyzes and determines cash needs for cost reimbursable grants to the various agencies and cash management.
• Closes out awards as appropriate.
• Provides policy and procedure interpretation to various stakeholders.
• Ensures compliance with sponsor terms, university policies/procedures and federal/state regulations.

Qualifications
Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.
EDUCATION
Required

• Bachelor's degree preferably in related field

WORK EXPERIENCE
Required

• 2 years of relevant experience

SKILLS
Required

• Proficient communication skills
• Maintains a high degree of professionalism
• Demonstrated time management and priority setting skills
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamic environment
• Seeks to acquire knowledge in area of specialty
• Highly thorough and dependable
• Demonstrates a high level of accuracy, even under pressure

Preferred

• Maintains a high degree of professionalism when meeting in person or virtually with principal investigators, including surgeon scientists, and higher-level administration in the Department of Surgery and School of Medicine
• Proficient in Microsoft Excel
• Demonstrated knowledge of account management and account projections
• Proficient with grant and contract preparation and management

Working Conditions / Demands
This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.
Work Location
Indianapolis, Indiana
This position is eligible to work a hybrid schedule (mix between remote and in-person work, with periods of primarily remote work possible), subject to change in the future based on university policy and business needs.
Benefits Overview
For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure .
Job Classification
Career Level: Career
FLSA: Exempt
Job Function: Research
Job Family: Research Administration
Click here to learn more about Indiana University's Job Framework.
Posting Disclaimer
This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
If you wish to include a cover letter, you may include it with your resume when uploading attachments.
Equal Employment Opportunity
Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information .
Campus Safety and Security
The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online . You may also request a physical copy by emailing IU Public Safety at or by visiting IUPD.
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