Contracts and Grants Representative

Department Information

At Luddy Indianapolis, research is about making a real difference. Students at every level work closely with expert faculty to tackle important problems in areas like AI, biomedical engineering, healthcare, and cybersecurity. You will have the chance to apply your organizational skills to support projects that improve lives and shape the future.

Job Summary

Department-specific Responsibilities

• Responsible for all pre-award grant and contract activities: supports 'lifecycle' pre- and post-award sponsored project administration.
• Identifies funding sources.
• Prepares proposal documents and materials.
• Coordinates and ensures timely proposal submission with university sponsored research office.
• Assists with management of sponsored account activity.
• Maintains all relevant electronic and hard copy department files.
• Disposes of all relevant electronic and hard copy department files upon expiration of retention period.
• Provide information for internal reporting as needed.
• Position is primary point of contact liasing project investigators, collaborators and subcontractors, sponsor agency representatives, department administration and university sponsored research administration.
• Pre-award proposal preparation: budget preparation, collates documents, edits, proofreads; liases with subcontractors, collaborators, consultants and their respective assistants; routes proposals for approval by all involved parties and coordination of submission with university office of sponsored research; trouble-shoots proposal questions or concerns post-submission; gathers/creates and submitting National Institute of Health (NIH) 'Just in Time' information as requested.
• Serve as primary point of contact liaising project investigators, collaborators and subcontractors, sponsor representatives, department administration and university research administration. Coordinate flow of information and communications among all parties engaged in any specific project.
• Post-award project financial management: request account underwrite, applies costs to account, advises project personnel re: account status/balance, cost allowability; processes federal effort reporting, coordinates other business processes as necessary with departmental colleagues and university contract and grant administration, coordinates reconciliation and account closing. Complies with university and sponsor record retention requirements.

General Responsibilities

• Provides day-to-day support related to the administration of contracts and grants.
• Follows established processes and protocols to ensure contracts and grants are compliant with all university, sponsor, and federal policies.
• Serves as departmental liaison on contracts and grants related issues.
• Provides forecasting, compiles budget information, coordinates required approvals, and ensures timely submission of proposals to funding agencies.
• Provides other various administrative support for contracts and grants operations.
• May provide guidance or lead other contracts and grants support staff.