Indiana University · 22 hours ago
Intake Consultant (Grant Consultant)
Greater Indianapolis
Full-time
Onsite
Entry, Mid Level
2+ years expIndiana University is seeking an Intake Consultant (Grant Consultant) within the Office for Research Administration. This role serves as the first point of contact for contracting requests, providing guidance and support to internal stakeholders, and ensuring compliance with university policies and external sponsor guidelines.
Higher Education
Responsibilities
Works within the Office for Research Administration's Research Intake and Coordination Services team by serving as the first point of contact for all funded and unfunded contracting requests, vetting and documenting submissions, conducting initial reviews to gather required information, verify completeness, and assess scope, urgency, and alignment with university priorities and assigning in the university's research administration system
Serves as a resource for internal stakeholders on contract processes and system navigation; providing basic guidance and technical assistance to departments on procedures, policies, and submission requirements, directing them to appropriate resources when necessary
Resolves conflicts and facilitates communication with faculty and staff, and other administrative and units at IU
Advises faculty and staff on IU's proposal process/policies
Serves all of IU's campuses
Maintains internal records in accordance with departmental standards/policies
Collaborates with faculty, staff, colleagues on various research administration topics
Interacts with multiple computer systems (internal and external)
Serves as back-up on other roles within the Research Intake and Coordination Services team
Represents the Office for Research Administration to internal and external stakeholders
This position does NOT involve grant writing, finding funding opportunities or contract negotiation
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
First point of contact for all funded and unfunded contracting requests, vetting and documenting submissions, conducting initial reviews to gather required information, verify completeness, and assess scope, urgency, and alignment with university priorities and assigning in the university's research administration system
Serves as a resource for internal stakeholders on contract processes and system navigation; providing basic guidance and technical assistance to departments on procedures, policies, and submission requirements, directing them to appropriate resources when necessary
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
Qualification
Required
Bachelor's degree preferably in related field
2 years of experience preparing and submitting grant proposals in a similar role at a university or hospital system
3 years of experience with grants and awards administration or university or research policy/procedure
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
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
Preferred
Master's degree
Certified Research Administrator (CRA) certification upon date of hire
Benefits
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)
Company
Indiana University
Indiana University looked for ways to promote innovation while assisting students in building better futures.
10001+ employees
H1B Sponsorship
Indiana University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (187)
2024 (146)
2023 (127)
2022 (119)
2021 (81)
2020 (79)
Funding
Current Stage
Late StageLeadership Team
Nancy Paton
Vice President & Chief Communications and Marketing Officer
Aaron Neal
Deputy CIO
Recent News
Inside INdiana Business
2026-01-13
2025-10-31
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