Pre-Award Services Specialist (Proposal Development Specialist)
Indiana University

Department

PROPOSAL DEVELOPMENT SERVICES (UA-PDS-IUBLA)

Department Information

Pre-Award Services is a new program housed within Proposal Development Services (PDS) at IU. The purpose of the Pre-Award Services program is to improve access to and quality of pre-award support services for IU Bloomington faculty pursuing external funding by developing and investing in a centrally funded shared services model. Pre-Award Service Specialists will be deployed locally (e.g., sharing responsibility for a small number of departments or centers) to improve faculty access to pre-award services and foster Pre-Award Service Specialists' familiarity with the faculty research landscape. Although embedded within specific departments/units/centers, these positions will be centrally trained and managed by the Office of Proposal Development Services (PDS).

Job Summary

The Pre-Award Services team will work with faculty within the assigned departments, units and/or centers to increase faculty understanding of the proposal submission process and provide the types of customer-focused supports and services needed to create an efficient and effective proposal submission process.

Department-Specific Responsibilities

• Works closely and collaboratively with faculty during the proposal submission process to troubleshoot (e.g., address questions related to eligibility, requirements, submission errors) and refers faculty to appropriate resources and supports.
• Works closely and collaboratively with assigned departments, units and/or centers to provide faculty with the pre-award support and services needed to successfully submit proposals for external funding. These services will include planning proposal development timelines that align with university grant routing deadlines, reviewing proposals for completeness and adherence to proposal guidelines, reviewing and assisting with the preparation of budgets and budget justifications, and assisting with contracting and subaward support.
• Helps faculty understand and navigate the proposal submission process (e.g., assisting faculty in navigating through administrative structures of the institution; collaborates with the Pre-Award Services Program Manager and PDS to host workshops to provide faculty with a guide to the research landscape at IUB and to introduce them to various relevant offices and online resources).
• Provides guidance and referrals (as appropriate) for faculty and research teams (e.g., connecting faculty with relevant internal and external resources and/or professionals for development of certain proposal sections; provides faculty with guidance related to institutional information needed to ensure compliance with university policies, federal regulations, and agency guidelines; referring faculty and faculty team to appropriate resources, tools, and training).

General Responsibilities

• Consults, directs, and assists investigators on the development of external funding proposals including preparation, submission, acceptance, and administration; investigates and answers questions from external agencies, 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 agency guidelines.
• Ascertains the status of proposals, awards, research risk approvals, internal approvals such as route sheets, and related documents; 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.
• Provides comprehensive project management services including establishing timelines and processes for proposal production, helping to convene potential collaborators, organize faculty project teams, and lead proposal development meetings of the project team; edits proposals for concision, clarity, and consistency of style.
• Provides strategic analysis and guidance for investigators and research teams; connects investigators with relevant internal and external professionals for development of certain proposal sections; suggests, when appropriate, faculty or researchers who may collaborate to strengthen proposals, particularly on large projects involving interdisciplinary and inter-campus cooperation; advises on positioning of a project idea in relation to agency mission, active or anticipated funding opportunities, and program criteria; reviews and provides non-technical reviewer-focused feedback on proposal text for content and structure; discusses reviews for declined proposals and advises on potential revisions.
• Provides analysis, writing, or other support to senior leaders for proposal-relevant strategic initiatives; analyzes funder priorities, communicates with agency personnel to better understand current and upcoming funding opportunities that are appropriate for IU faculty and/or researchers, and disseminates opportunities that align with institutional strategic priorities; offers consulting support to research interest groups involved in strategic initiatives.
• Develops and presents content for workshops, web-based materials, tailored presentations for investigators, schools and departments; participates and leads other educational initiatives to assist faculty in finding funding opportunities and developing competitive grant proposals.
• Facilitates effective communication, consensus building, team building, and team management to work effectively and collaboratively with agency contacts, project leaders/team members, senior administration, project management staff, internal units, and/or external contacts.

Qualifications

This position is posted at the Career Career Level but may be filled at the Core Career Level depending on the candidate's qualifications. Although they will be similar, the duties and responsibilities may differ if filled at the lower rank. Please see the qualifications for each level listed below.

Career Requirements

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)

WORK EXPERIENCE

Required

• 3 years of experience in proposal and/or research writing or related experience

Preferred

• Experience with pre-award budget development
• Experience with private, state and/or federal granting agencies and an understanding of the policies and procedures of external granting agencies
• Experience in a higher education research setting

SKILLS

Required

• 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

Core Requirements

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)

WORK EXPERIENCE

Required

• 1 year in proposal and/or research writing or related experience

Preferred

• Experience with pre-award budget development
• Experience with private, state and/or federal granting agencies and an understanding of the policies and procedures of external granting agencies.
• Experience in a higher education research setting

SKILLS

Required

• 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

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

This position is eligible for remote work, subject to change in the future based on university policy and business needs.

Advertised Salary

$55,000-$70,000 depending on the candidate's qualifications.

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level: Career

FLSA: Exempt

Job Function: Research

Job Family: Research Development

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Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.

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