Contracts and Grants Specialist

Job Summary

Department-Specific Responsibilities

• Responsible for managing and overseeing grant proposal development services within the Irsay Institute for Sociomedical Sciences Research.
• Collaborates closely with project managers, principal investigators (PIs), the Office of Research Administration, the Office of Research Development, and outside entities to ensure successful grant implementation and financial management.
• Identifies funding, reviews and interprets agency guidelines, and supports proposal coordination and development, proposal writing and editing, and the submission of proposals for grants and contracts, in partnership with PIs.
• Ensures compliance with grant regulations and assist in the preparation of grant reports.
• Provides support for post-award grant management services.
• Becomes familiar with the current research activities within the Irsay to facilitate searches for funding opportunities.
• Identifies and analyzes funding opportunities from federal agencies, foundations, and other sponsors (e.g., Federal Register, National Institute of Health (NIH) Guide, program guidelines), including limited submission opportunities.
• Works closely with the Office of Research Administration (ORA) and Office of Research Development to keep the Institute abreast of internal university deadlines, policies, and procedures.
• Assists faculty and staff with documentation and administrative requirements for pending and funded projects.
• Counsels, directs, and assists faculty and staff in matters related to the preparation and submission of proposals and contracts.
• Establish timelines, coordinates proposal components, and manages the full proposal lifecycle from concept to submission.
• Develops proposal budgets and budget justifications in compliance with university, federal, and agency guidelines.
• Organizes and leads proposal development activities, including convening collaborators and facilitating team meetings.
• Provides strategic guidance on positioning proposals relative to sponsor priorities and program criteria.
• Edits and reviews proposals for clarity, consistency, compliance, and competitiveness.
• Coordinates proposal routing and submission through institutional systems in collaboration with the Office of Research Administration.
• Prepares complex proposal components including subawards, subcontract budgets, and small business plans.
• Coordinates with collaborating institutions, private foundations, and internal and external partners to support proposal development and funding acquisition.
• Provides targeted support for large, interdisciplinary, or strategic proposals, including facilitating multi-institutional collaboration.
• Ensures adherence to institutional policies, federal regulations, and sponsor guidelines throughout the grant lifecycle.
• Initiates internal documents including Kuali Coeus (KC) proposal documents, salary transfers, and general accounting adjustments related to grant activities.
• Tracks proposal status, internal approvals, and compliance requirements; initiates actions to resolve issues as needed.
• Provides backup support for post-award functions, including monitoring progress report deadlines and submissions.
• Provides financial monitoring and analysis of contracts and grants and partners with Principal Investigator(s) to ensure expenses are being paid according to contract.
• Performs post-award accounting of more complex grants; interprets regulations and guidelines of program funding for standard grants and prepares reports for grant agencies.
• Evaluates contract compliance and advises others on contractual rights and obligations.
• Analyzes awards to determine reporting requirements and sends reports/invoices.
• Prepares requests to ORA for amendments to contract terms or contract extensions.
• 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.
• Performs database entry and database management to ensure accurate tracking of research activities and departmental data.
• Develops and delivers workshops, training materials, and educational resources related to funding opportunities and proposal development.
• Participates in process improvement initiatives related to research administration and reporting systems.
• Prepares financial projections, expense reports, and assists with effort reporting and grant-related financial adjustments.

General Responsibilities

• Advises faculty on long-term financial viability of department/center given multiple grants and contracts from various sources with differing project end dates.
• Locates and identifies sources of outside funding on own accord.
• Develops budget proposals and monitors the resulting awards received for academic and research projects and programs.
• Interprets regulations and guidelines of multiple programs funding with complex and broad guidelines for spending.
• Evaluates contract compliance and advises others on contractual rights and obligations.
• Requests or approves amendments to contract terms or contract extensions.
• Prepares bids or request for proposals (RFPs), including specifications and requirements; negotiates contract terms and participates in the determination of acceptable bids.
• 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 in relevant field.

Preferred

• Master's degree in relevant field.

WORK EXPERIENCE

Required

• 5 years of relevant experience.

SKILLS

Required

• Proficient written and verbal communication skills.
• Maintains a high degree of professionalism.
• Demonstrates 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.
• Possesses a high degree of initiative.
• Ability to influence internal and/or external constituents.

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

Morrison Hall, Room 313

Bloomington, Indiana

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Job Classification

Career Level: Advanced

FLSA: Exempt

Job Function: Research

Job Family: Research Administration

Click here to learn more about Indiana University's Job Framework.

Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

Contact Us

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Telephone: 812-856-1234