Associate Director for Business and Operations (Program Management Specialist)
Job Summary
The Associate Director for Business and Operations provides senior-level operational, financial, and personnel leadership for the Gill Institute, overseeing business operations that support a wide portfolio of research programs and institutional initiatives.
Department-Specific Responsibilities
- As a senior program management partner to the Gill Director, the role ensures compliant, well-coordinated day-to-day operations aligned with the Institute's strategic priorities.
- Leads advanced business and financial functions, provides integrated financial and personnel oversight, and serves as a liaison with university partners.
- Provides direct operational and administrative support to the Gill Director by coordinating priorities, preparing materials, and facilitating communication, scheduling, and follow-through with internal and external partners.
- Collaborates with Institute leadership and university stakeholders, this role advances effective personnel processes, sound resource management, program sustainability, and the successful execution of Institute initiatives.
- Serves as fiscal officer with approval authority for purchasing, travel, reimbursements, KFS documents, and post-award spending.
- Leads budget planning and financial monitoring in collaboration with Gill Chairs and Scientists.
- Provides regular financial updates and analysis to the Gill Director and IU Research.
- Initiates and manages funding transfers (ICR, FEMP, subaccounts).
- Oversees financial transactions and documentation, including salary transfers, error corrections, additional/summer pay, and HRMS eDocs.
- Oversees reporting to IU Research, including annual reports, quarterly metrics, and institutional data calls.
- Monitors account balances, address negative cash issues, and ensure timely reconciliation.
- Ensures compliance with university, sponsor, and regulatory policies and requirements.
- Coordinates Institute-wide operational planning in partnership with the Director, Chairs, and Scientists.
- Evaluates operational effectiveness of programs and recommend process or resource enhancements.
- Serves as the Institute's subject matter expert in finance, research administration, human resources, and university policies and procedures.
- Provides guidance and support to faculty and staff on operational, financial, and compliance matters.
- Oversees Institute-level administrative, HR, and space-related operations.
- Manages priority communications and documentation that support program delivery and Director decision-making.
- Provides direct support to the Gill Director by preparing materials, facilitating communication, and coordinating schedules.
- Coordinates meetings, track action items, and ensure follow-through on Institute priorities.
- Serves as a liaison between the Gill Director, university partners, and external stakeholders.
- Supports the planning and execution of Institute level events, including symposiums, retreats, and leadership initiatives.
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