Associate Director for Business and Operations; Program Management Specialist

Department

GILL INSTITUTE FOR NEUROSCIENCE (UA-GILL-IUBLA)

Research centers, institutes, and museums at Indiana University (IU) allow researchers from across disciplines, departments, schools, and campuses to collaborate on important questions and ideas. The Gill Institute for Neuroscience is part of IU Research and is home to seven endowed professors in multiple disciplines including Psychological and Brain Sciences, Chemistry, and Biology. This group of highly productive researchers share a mission of determining the mechanisms underlying neurological health and dysfunction, enabling breakthrough interventions that transform mental health and improve quality of life, while disseminating knowledge to educate the next generation of neuroscientists.

The Institute provides the field of neuroscience a unique, interdisciplinary platform for innovation. Powered by the commitment of Linda and Jack Gill, we bring together world‑class scientists and state‑of‑the‑art facilities in an atmosphere of unimpeded experimentation.

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

• Serve as a senior program management partner to the Gill Director, ensuring compliant, well‑coordinated day‑to‑day operations aligned with the Institute's strategic priorities.
• Lead advanced business and financial functions, providing integrated financial and personnel oversight and serving as liaison with university partners.
• Provide 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.
• Collaborate with Institute leadership and university stakeholders to promote effective personnel processes, sound resource management, program sustainability, and successful execution of Institute initiatives.
• Serve as fiscal officer with approval authority for purchasing, travel, reimbursements, KFS documents, and post‑award spending.
• Lead budget planning and financial monitoring in collaboration with Gill Chairs and Scientists.
• Provide regular financial updates and analysis to the Gill Director and IU Research.
• Initiate and manage funding transfers (ICR, FEMP, subaccounts).
• Oversee financial transactions and documentation, including salary transfers, error corrections, additional/summer pay, and HRMS eDocs.
• Oversee reporting to IU Research, including annual reports, quarterly metrics, and institutional data calls.
• Monitor account balances, address negative cash issues, and ensure timely reconciliation.
• Ensure compliance with university, sponsor, and regulatory policies and requirements.
• Coordinate Institute‑wide operational planning in partnership with the Director, Chairs, and Scientists.
• Evaluate operational effectiveness of programs and recommend process or resource enhancements.
• Serve as the Institute‑s subject matter expert in finance, research administration, human resources, and university policies and procedures.
• Provide guidance and support to faculty and staff on operational, financial, and compliance matters.
• Oversee Institute‑level administrative, HR, and space‑related operations.
• Manage priority communications and documentation that support program delivery and Director decision‑making.
• Coordinate meetings, track action items, and ensure follow‑through on Institute priorities.
• Serve as a liaison between the Gill Director, university partners, and external stakeholders.
• Support the planning and execution of Institute‑level events, including symposiums, retreats, and leadership initiatives.

General Responsibilities

• Implement the organization's strategic vision and direction by developing, initiating, and/or supporting new programs and services, creating annual work plans, and operating within a board‑approved balanced budget.
• Ensure the maintenance of effective office management, financial management,…