Current Butler students can find information regarding employment by visiting the Internship & Career Services page.

Grants Financial Specialist

Apply now 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




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Butler University is committed to enhancing the diversity of the student body and our faculty and staff. In addition hiring decisions are made on the basis of an individual's qualifications, past experience, overall performance, and other employment-related criteria. Butler University provides equal opportunities for employment and advancement for all individuals, regardless of age, gender identity, sex, race, religion, color, disability, veteran status, sexual orientation, national origin, or any other legally protected category.