Intake Consultant (Grant Consultant)

Job Summary

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, FastLane, 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 at large. Disseminates 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.

General Responsibilities

• 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 necessary; assists faculty and staff in identifying documents or forms needed in connection with pending or funded projects; follows up on all correspondence to ensure that appropriate action is taken or information provided.
• Monitors expenditure transactions on sponsored project accounts for allowability, allocability, reasonableness, and financial compliance with university, state, federal, and sponsor requirements, and allows or disallows the transactions accordingly; advises and mentors other staff members in regards to complex financial transaction issues; provides experienced guidance to the faculty and departmental administrators on allowable expenditures and relevant federal and sponsor guidelines; escalates questions as needed to ensure efficient completion of tasks; ensures timely and efficient flow of information and file management in connection with proposals, award and other types of agreements, and sponsored project accounts; utilizes various internal and external systems (such as Kuali, FastLane, ASSIST, NIH Commons and Grants. Gov) extensively for proposal submissions, project changes, and account monitoring.
• Evaluates existing policies, researches and proposes new procedures and tools, and collaborates to identify best practices and approaches; reviews and makes recommendations to improve compliance policies and procedures necessary for all aspects of research administration; interprets and applies dynamic sponsor rules and guidelines; builds and maintains reference manuals and other critical documentation.
• May mentor less experienced staff, conduct regular training and educational sessions, and provide guidance to team members, staff and faculty on federal, state and university policies, particularly with seemingly conflicting or vague policies and regulations.
• 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; designs, develops, and conducts training programs, materials, workshops and other activities to a wide university audience as new information becomes available or new policies and procedures are implemented.
• Represents university to external sponsors by responding to questions and resolving concerns in relation to proposal submissions or award documents.

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 (preferably in related field.)

Preferred

• Master's degree in related field.

WORK EXPERIENCE

Required

• 2 years of experience preparing and submitting grant proposals in a similar role at a university or hospital system. OR
• 3 years of experience with grants and awards administration or university or research policy/procedure.

LICENSES AND CERTIFICATES

Preferred

• Certified Research Administrator (CRA) certification upon date of hire.

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.
• Strong proficiency in university policies and/or complex proposal terms and conditions.

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

Bloomington, Indiana or Indianapolis, 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: Career

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

Request Support
Telephone: 812-856-1234