Grants Financial Specialist

Job description

Job no: 493912
Work type: Staff Full-time
Location: Indianapolis
Categories: Finance

The Grants Financial Specialist will coordinate pre-award and/or post-award activities relating to grants financials in cooperation with the Office of Sponsored Programs. Pre-award activities include assisting departmental faculty in the development and preparation of grant budgets and justifications. Post-award activities include establishment of accounts in the financial accounting system, reviews and approval of grant expenses, and re-budgeting of funds as necessary in compliance with funder guidelines.

Primary Responsibilities:

External Awards

• Assist faculty and staff with the development of grant budgets, including justifications (pre-award)
• Approve grant budgets prior to submitting (pre-award)
• Provide either one-on-one or group training on grant financial management to relevant faculty and staff (i.e., principal investigators, project directors, and their assistants)
• Provide recipients of federal awards a list of policies governing federal grants and the awardee’s responsibilities
• Create a grant summary document for each new award
• Set up grant budgets in PeopleSoft financial system and send out notifications to awardee/University constituents
• Approve grant-related expenses in the online AP system and on purchasing card statements
• Approve (and often create) grant-related journal vouchers
• Prepare periodic and final grant financial reports, as specified by the grantor
• Close out and inactivate grants in PeopleSoft financial system
• Complete time and effort reporting from all federal grant recipients and individuals who have spent time (paid or in-kind) on federal grants (once per semester)
• Complete quarterly federal grant financial analysis and reports, including drawdowns or invoicing (if required)
• Maintain the annual grant financial activity report
• Provide information as requested to the auditors each year, particularly on federal grant activity
• Write, maintain, and update grant financial policies, particularly federal grant policies
• Negotiate the federal indirect cost rate with DHHS (periodic)

Internal Awards

• Set up funding sources for all grant types (science/non-science/student travel/student thesis)
• Set up individual grant accounts within PeopleSoft financial system
• Prepare stipend information for faculty as needed
• Provide notification of grant accounting information to awardees
• Review/approve grant expenditures for accuracy and validity
• Answer questions and provide training as needed

Additional Duties

• Maintain and update Grants Procedures documentation
• Work to ensure quality, timely assistance and streamline processes
• Assist with special requests from funders (spot audits, surveys, etc)


• Bachelor's Degree with minimum of 3 years working in financial administration or sponsored program administration
• In-depth knowledge of the Uniform Guidance Principles and other federal grant management policies
• Ability to interact with diverse group of students, faculty, staff, administrators, and external constituents
• Strong interpersonal, oral, and written communications skills
• Ability to take initiative and be self-motivated
• Exceptional organizational skills and attention to detail
• Computer proficiency, including Microsoft Word, Excel, PowerPoint, as well as familiarity with or ability to learn relevant databases and specialty software ( PeopleSoft, SalesForce, etc)


• 5 years+ working in financial administration or sponsored program administration
• MBA or other Master's Degree
• CRA or GPC certification

Advertised: February 10, 2021
Applications close: March 15, 2021




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Job No:
Posted: 2/12/2021
Application Due: 3/15/2021
Work Type: Full Time