Intake Consultant; Grant Consultant

Department

RESEARCH ADMINISTRATION (UA-RSCH-IUBLA)

The Office for Research Administration reviews and submits all proposals to funding agencies; approves contracts for sponsored programs and research; and manages post-award compliance and reporting. We provide complete and cohesive services, effective communication, and administrative support to faculty, administrators, and collaborators on a consistent and timely basis through knowledge sharing and fostering dialogue to support the research of Indiana University (IU).

Department-Specific Responsibilities

• Responsible for the review and oversight of sponsored projects throughout their lifecycle, including proposal development, award intake, financial monitoring, and closeout. Reviews, analyzes, and interprets external sponsors’ proposal submission guidelines to ensure institutional alignment and regulatory compliance. Provides expert guidance and mentorship to departmental staff and faculty investigators, helping them navigate complex requirements and develop compliant, competitive proposals. Participates in the review and preparation of proposal components such as budgets and administrative forms for units eligible for enhanced support, ensuring accuracy and adherence to sponsor expectations.
• Serves as a key resource for interpreting university policies, federal regulations, and sponsor guidelines, and offers strategic advice on budget development, certifications, and institutional documentation. Investigates and responds to inquiries from sponsors, researchers, fiscal officers, and administrators, proactively resolving issues and facilitating smooth project progression. Monitors the status of proposals, awards, research risk approvals, and internal routing documents, initiating action when needed to address delays or discrepancies.
  
  Assists faculty and staff in identifying required documentation for pending or funded projects and ensures timely follow-up on all correspondence to maintain compliance and operational efficiency.
• Monitors, when assigned, reports related to sponsored project accounts to assess allowability, allocability, reasonableness, and financial compliance with University, state, federal, and sponsor requirements. Provides expert guidance to faculty and departmental administrators on all issues related to research administration and the possible impact on relevant federal and sponsor guidelines. Advises and mentors other staff members on complex financial compliance issues and escalates questions as needed to ensure efficient task completion.
  
  Ensures timely and efficient flow of information and file management in connection with proposals, awards, other types of agreements, and sponsored project accounts. Utilizes computer systems such as Outlook, Excel, Access, and Word extensively, along with internal and external systems including Kuali, Fast Lane, ASSIST, NIH Commons, and Grants.gov for monitoring, coordination, and compliance activities.
• Attends and participates in various professional development opportunities, including seminars, webinars, workshops, and conferences organized by external sponsors and/or professional organizations. Attends and participates in training opportunities offered by ORA and by the University seminates information learned to colleagues and staff. Mentor new departmental staff, assist in creation of and offering of training and educational sessions, and provide guidance to staff and faculty on federal, state and university policies, particularly with seemingly conflicting or vague policies and regulations.
  
  Build and maintain reference manuals and other critical documentation of the work performed within the office. Participate in process improvement activities and serve on staff committees when requested.
• Represents IU to external sponsors by responding to questions and resolving concerns in relation to proposal submissions or award documents. Participate in and represent ORA at meetings involving other university and outside personnel. Participate in systems projects such Kuali Research Administration upgrades.

• Ensures proposal review, submission, financial monitoring and closeout of sponsored projects; reviews, analyzes, and interprets external sponsor's submission guidelines; creates budgets and completes administrative forms on behalf of faculty, staff, and researchers as needed.
• Advises, mentors, and assists in the development and submission of grant proposals and explains complex issues to the staff and faculty investigators; provides review, approval and advice about proposal materials; investigates and answers questions from sponsors, researchers, fiscal officers, research administrators and others; counsels researchers and staff on the preparation of budgets, completion of certifications, and institutional information to ensure compliance with university policies, federal regulations, and sponsor guidelines;
  
  initiates action to resolve problems when…