Associate Director for Business and Operations (Program Management Specialist)

Department

GILL INSTITUTE FOR NEUROSCIENC (UA-GILL-IUBLA)

Department Information

Research centers, institutes, and museums at Indiana University (IU) allow researchers from across disciplines, departments, schools, and campuses to collaborate on pursuing important questions and ideas. The Gill Institute for Neuroscience is a part of IU Research and is home to 7 endowed professors in multiple disciplines including Psychological and Brain Sciences, Chemistry and Biology. This group of highly productive researchers share a mission of determining the mechanisms underlying neurological health and dysfunction, enabling breakthrough interventions that transform mental health and improve quality of life, while disseminating knowledge to educate the next generation of neuroscientists. The Institute provides the field of neuroscience a unique, inter-disciplinary platform for innovation. Powered by the commitment of Linda and Jack Gill - we bring together world-class scientists and state-of-the-art facilities in the atmosphere of unimpeded experimentation.

Job Summary

The Associate Director for Business and Operations provides senior-level operational, financial, and personnel leadership for the Gill Institute, overseeing business operations that support a wide portfolio of research programs and institutional initiatives.

Department-Specific Responsibilities

• As a senior program management partner to the Gill Director, the role ensures compliant, well-coordinated day-to-day operations aligned with the Institute's strategic priorities.
• Leads advanced business and financial functions, provides integrated financial and personnel oversight, and serves as a liaison with university partners.
• Provides direct operational and administrative support to the Gill Director by coordinating priorities, preparing materials, and facilitating communication, scheduling, and follow-through with internal and external partners.
• Collaborates with Institute leadership and university stakeholders, this role advances effective personnel processes, sound resource management, program sustainability, and the successful execution of Institute initiatives.
• Serves as fiscal officer with approval authority for purchasing, travel, reimbursements, KFS documents, and post-award spending.
• Leads budget planning and financial monitoring in collaboration with Gill Chairs and Scientists.
• Provides regular financial updates and analysis to the Gill Director and IU Research.
• Initiates and manages funding transfers (ICR, FEMP, subaccounts).

• Oversees financial transactions and documentation, including salary transfers, error corrections, additional/summer pay, and HRMS eDocs.

Oversees reporting to IU Research, including annual reports, quarterly metrics, and institutional data calls. Monitors account balances, address negative cash issues, and ensure timely reconciliation.

Ensures compliance with university, sponsor, and regulatory policies and requirements.

Coordinates Institute-wide operational planning in partnership with the Director, Chairs, and Scientists. Evaluates operational effectiveness of programs and recommend process or resource enhancements. Serves as the Institute-s subject matter expert in finance, research administration, human resources, and university policies and procedures. Provides guidance and support to faculty and staff on operational, financial, and compliance matters. Oversees Institute-level administrative, HR, and space-related operations.

Manages priority communications and documentation that support program delivery and Director decision-making.

Provides direct support to the Gill Director by preparing materials, facilitating communication, and coordinating schedules. Coordinates meetings, track action items, and ensure follow-through on Institute priorities. Serves as a liaison between the Gill Director, university partners, and external stakeholders. Supports the planning and execution of Institute level events, including symposiums, retreats, and leadership initiatives.

General Responsibilities

• Implements the organization's strategic vision and direction by developing, initiating, and/or supporting new programs and services, creating annual work plans, and operating within a board-approved balanced budget.
• Ensures the maintenance of effective office management, financial management, record-keeping, and equipment and software.
• Plans, directs and implements programs or events, including developing branding strategy and targeting audiences for these events.
• Oversees or represents the program in communications to program participants, supporting institutions, collaborators in other units, community partners, vendors and the public.
• Troubleshoots and resolves issues and programs.
• Provides mechanisms, training, and advice on a variety of issues such as budget management software and advanced strategies for timely spending of grant funds.
• Oversees research and academic activities budgets for programs. Identifies funding requirements and funding sources to ensure adequate resources to sustain program goals.
• Leads grant writing.
• Evaluates the performance of lower-level staff, recommends development and performance plans, promotions and disciplinary action and is accountable for consistent administration of university policies.
• Keeps with best practices to create and implement policies and procedures that deliver a quality program experience.

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.

Preferred

• Master's or advanced degree in a sociomedical, administrative, or financial discipline.

WORK EXPERIENCE

Required

• 5 years in related field.

Preferred

• 5 years of professional experience in financial management, operations, or administration.

• 3 years of supervisory experience, including direct personnel management.

LICENSES AND CERTIFICATIONS

Preferred

• Certified Research Administrator (CRA) Upon Date of Hire

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.
• Possesses a high degree of initiative.
• Ability to influence internal and/or external constituents.

Preferred

• Existing knowledge of IU financial policies and systems (e.g., KFS, HRMS, BUY.IU, KC Grants, Emburse, GMT, FEM, IUIE, SIS, Kuali TIME)
• Extensive knowledge of National Institute of Health (NIH) policies, procedures, and research administration.
• Respond to inquiries in a timely manner.
• Demonstrated leadership in operations, fiscal management, and process improvement.
• Excellent interpersonal and communication skills; able to present financial concepts to various audiences.
• High proficiency with Microsoft Excel, Word, and PowerPoint for data analysis and reporting.
• Deep understanding of university and federal policies related to finance, HR, and sponsored research.

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

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 and 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: Advanced

FLSA: Exempt

Job Function: General Administration

Job Family: Program Management

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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.

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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.

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