Post Award Compliance Specialist (Contracts and Grants Specialist)

About the role

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 IU.

Department-Specific Responsibilities

• Serves as a central compliance and post-award oversight specialist within the university's central research administration office.
• Ensures that sponsored project expenditures, salary allocations, incoming funds, and sponsor financial reporting requirements are managed in accordance with federal, sponsor, and institutional regulations.
• Provides expert-level guidance on post-award compliance, monitors expenditures for allowability and allocability, oversees federal effort confirmation, manages the accurate receipt and allocation of sponsored funds, and supports the preparation and submission of sponsor-required financial reports, invoices, and closeout documentation.
• Serves as a key resource for faculty and Departmental research administrators, offering consultative support on complex financial, reporting, and compliance-related inquiries.
• Contributes to the integrity, transparency, and efficiency of the university's research enterprise.
• Advises faculty, researchers, departments and other ORA staff to ensure compliance with agency and University policies, guidelines and procedures, and to ensure that expenditures are appropriate for the associated account(s).
• Maintains 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.
• Audits and evaluates the validity of financial transactions for compliance with award, agency, Federal, State, and University requirements.
• Works directly with sponsoring agencies and external funding entities to prepare, submit, and resolve required financial and administrative deliverables, including but not limited to invoices, financial reports, closeout documentation, and other sponsor-required reporting, ensuring compliance with award terms and timely receipt of funding.

General Responsibilities

• Provides financial monitoring and analysis of contracts and grants and partners with Principal Investigator(s) to ensure expenses are being paid according to contract.
• Consults on and completes pre-award applications and participates in contract closeouts.
• Performs post-award accounting of more complex grants; interprets regulations and guidelines of program funding for standard grants and prepares reports for grant agency.
• Evaluates contract compliance and advises others on contractual rights and obligations.
• Analyzes awards to determine reporting requirements and sends reports/invoices.
• Requests or approves amendments to contract terms or contract extensions.
• Prepares bids or requests for proposals (RFPs), including specifications and requirements; negotiates contract terms and participates in the determination of acceptable bids.
• Analyzes and determines cash needs for cost reimbursable grants to the various agencies and cash management.
• Closes out awards as appropriate.
• Provides policy and procedure interpretation to various stakeholders.
• Ensures compliance with sponsor terms, university policies/procedures, and federal/state regulations.

Education and Experience

• Required: Bachelor's degree preferably in related field.
• Preferred: Master's degree in a related field.
• Required: 2 years of relevant experience.
• Preferred: 2 years in finance, financial administration, accounting, or related field.
• 2 years experience with grants and awards administration or university or research policy/procedure.

Skills

• 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.
• Possesses thoroughness and dependability.
• Demonstrates accuracy, even under pressure.
• Proficient in interpreting and applying complex award terms and conditions, as well as institutional policies related to sponsored research administration.
• Ability to conduct independent, high-level reviews of complex financial transactions and award documents with minimal supervision, ensuring compliance and accuracy.
• Strong analytical skills with the ability to identify and resolve financial compliance issues through detailed review of expenditures, exception reports, and supporting documentation.
• Proficient in Microsoft Office applications, particularly Excel, with the ability to manipulate and analyze financial data effectively.
• Ability to clearly explain financial compliance requirements and provide guidance to faculty and departmental research administrators.
• Strong organizational skills, with the ability to manage multiple priorities and meet deadlines.
• Collaborative mindset with the ability to work effectively across central and departmental units, fostering a culture of compliance and continuous improvement.