Job Description

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.