Grant Associate

THE O’NEILL SCHOOL – BL SPEA (BL-SPEA-IUBLA)

Founded in 1972 as SPEA, the O’Neill School of Public and Environmental Affairs is a world leader in public and environmental affairs and the largest school of public administration and public policy in the United States, boasting an alumni network of more than 36,000.

Our Mission

The O’Neill School of Public and Environmental Affairs works to build a better world by helping people solve complex problems at the crossroads of policy, management, and science. We promote sound decisions, well-managed organizations, just and healthy societies, and a sustainable environment through education, scholarship, and civic engagement. We give our students the knowledge and skills to have a significant impact in diverse settings around the globe.

Our Guiding Values

Our commitment is shaped by these shared and guiding beliefs:

• All people deserve to live in thriving and sustainable communities.
• Strong, healthy communities depend on well-educated, innovative and ethical leaders, and informed and engaged citizens.
• Creative, current, and rigorous research informs sound decision-making.
• Leaders need both relevant information and the skills necessary to interpret and use information and data effectively.
• Successful leaders must be able to bridge public, private, and nonprofit sector boundaries.
• Conversation and collaboration among individuals with diverse perspectives, backgrounds, and skills leads to more vibrant ideas and solutions.

We seek to foster a welcoming and inclusive workplace environment at O’Neill and in our team, ensuring all individuals are valued and recognized for their contributions, talents, and unique perspectives.  Diversity information found here.

The Grant Associate for the O’Neill School reports to the Assistant Director of Finance and Grants and helps manage and facilitate grant and award administration for O’Neill. The position is involved with all aspects of the standard non-complex grants and awards process, including acting as first point of contact, assisting with all aspects of processing grant and awards, working directly with funding agencies as needed, monitoring expenditures on grant accounts, and providing support for faculty and staff.

Department Specific Responsibilities

• Serves as the liaison with O’Neill faculty, staff, and researchers and other external agencies.
• Processes financial transactions in University systems and monitors tracking of fiscal accountability measures, such as cost share, salary, etc.
• Reconciles accounts on a monthly basis and trouble-shoots financial processing errors to ensure compliance with University and grant/award specific policies and guidelines.
• Collaborates with internal teams to gather necessary information, monitors application progress, and manages deadlines and budgets.
• Maintains accurate records of applications and awards..
• Facilitates all aspects of the contract and grant process through discussions and correspondence with sponsor officers, faculty, staff, researchers, and other administrative units at IU throughout the life of the project.
• Advises faculty and staff on IU’s proposals process and policies, budgeting policies, and financial policies and procedures.

General Responsibilities

• Acts as point of contact for faculty, staff, researchers, and external agencies for grants and awards administration.
• Assists by reviewing standard (i.e. non-complex) grants and/or awards; resolves conflicts and facilitates grant revisions as needed through discussions and correspondence with agency officers and legal personnel, university counsel, faculty and staff researchers, and other administrative and programmatic units throughout the life of the award.
• Receives and assists with processing standard awards from external agencies; confirms all award terms and conditions; contacts funding agencies for clarifications and or discussions of terms and conditions; coordinates with departments to establish cost-share sub-accounts; assists with monitoring expenditure transactions on grant accounts for allowability, allocability, reasonableness, and financial compliance with university, state, federal, and agency requirements, and allows or disallows the transactions accordingly; provides guidance to the faculty and departmental administrators on allowable grant expenditures and relevant federal and agency guidelines.
• Assists in establishing university accounts and budgets, monitors/reviews grant expenditures posted to those accounts, upholds agency policies and award documents to ensure compliance with spending and grant administration guidelines; assists with final review and closeout of expired accounts.
• Provides support for faculty and staff on the research administration process, budgeting policies, award terms and conditions, and financial policies and procedures; assists faculty and staff in identifying documents or forms needed in connection with pending or funded projects.
• Makes recommendations to improve grant and award administration processes and policies to ensure efficiency and compliance in operations; maintains various grant administration content (such as policies, guidelines, and/or processes) and updates as needed (may include web content).
• Provides other various administrative support, participates in various committees, and assists with special projects as needed.

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 research related field)

WORK EXPERIENCE

Preferred

• Some prior experience in related field

SKILLS

Required 

• Proficient 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
• Highly thorough and dependable
• Possesses a high degree of initiative
• Ability to build strong customer relationships

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.

Bloomington, Indiana

This position is eligible to work a hybrid schedule (mix between 1 remote workday and 4 in-person workdays), subject to change in the future based on university policy and business needs. 

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 .

Career Level: Mastery

FLSA: Nonexempt

Job Function: Research

Job Family: Research Administration

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

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.

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 .

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 [email protected] or by visiting IUPD.

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