Vanderbilt University Financial Unit & Grants Coordinator in Nashville, Tennessee

Financial Unit & Grants Coordinator (Job Number: 1900181)


Reporting jointly to the Administrative Officer and Associate Director of the Medical Scientist Training Program (MSTP) in close consultation with the Director of the MSTP, the Financial Unit & Grants Coordinator is part of OHSE in the School of Medicine at Vanderbilt University and is a key individual contributor responsible for MSTP financial unit management, contract and grant management (both federal and private), MSTP administration of payroll and personnel functions, and general guidance and assistance for staff.

The mission of the Office of Health Sciences Education is to empower students, faculty, and staff to actively partner with individuals and communities to achieve health equity. Our philosophy is to educate diverse, socially and culturally accountable future physician leaders who understand systems of care and social determinants of health. By advocating to meet the needs of all persons within the context of their care and working for larger systemic changes, our physicians will promote equity and justice within their local and global communities.

Duties and responsibilities

Assist faculty in the management of all OHSE contracts and grants, primarily consisting of 30+ F30 fellowships and an MSTP T32 grant with 24 student slots.

§ Pre-award responsibilities

o Assists faculty in preparing and assembling grant proposals/contracts in compliance with sponsor, University, federal guidelines, and deadlines

o Interacts with other departments and agencies to facilitate the development, submission, and administration of grant proposals

o Works in a collaborative manner with the Principal Investigator and Sponsored Programs Administration throughout the application process to achieve a professional document for submission

o Responsible for tracking and receiving confirmation of submitted application from granting agencies

o Prepares just in time documents, as requested by funding agency

o Meets annually to educate first-year graduate students regarding fellowship opportunities and the application process

o Provides data and support for training grant

§ Post-award responsibilities

o Independently manages budget responsibilities for grants

o Monitors terms and agreements of grant awards for compliance

o Responsible for submitting RPPR report (with signed transmittal, conflict of interest, and budget form) to granting agencies for review and final submission

o Prepares and submits cost center (project number) requests, including budget details, to the Office of Contract & Grant Accounting

o Works closely with MSTP Program Manager to accurately assign tuition and stipend payments from F30 fellowships

o In collaboration with the Associate Director of the MSTP, annually appoints and terminates trainees to the T32

Financial Unit Manager role/departmental leader in knowledge of Oracle Cloud solution for general ledger, expense reports, purchasing, etc., for the MSTP

§ Reviews and approves all financial transactions for the MSTP financial unit, including procurement requisitions, travel and entertainment expense reports, and procurement card expense reports

§ Uses high attention to detail to ensure every component of a requisition or expense report is accurate prior to approval

§ Uses excellent professional judgment and integrity to evaluate the appropriateness of expenditures and possesses the maturity and confidence to address questionable transactions

§ Participates in monthly management meetings to keep top management informed of problems and concerns; implements changes or develops new policies, procedures and/or methods

§ Establishes, communicates, and modifies departmental processes in response to changes in university policies and procedures

§ Assists Administrative Officer with multi-year forecasting and annual budget planning, development, consolidation, and presentation for approval

§ Frequently prepares financial analysis and ad hoc financial/budget reports

§ Prepares general ledger journal entries

Human Capital Management role/departmental leader in knowledge of Oracle Cloud solution for HR systems for the MSTP

§ Processes faculty and staff hires, transfers, promotions, and end of employment

§ Serves as the area resource on absence reporting

§ Maintains labor distribution and position assignments for employees

§ Assists hiring managers with recruitment process, position reviews, and reclassifications

§ Models integrity and excellent professional judgment, while exhibiting unquestioned discretion with highly sensitive and confidential information

Profile ofan Ideal Candidate

§ A Bachelor’s degree from an accredited institution of higher education is required.

§ Three years’ experience in the field is required.

§ Contracts and grants experience is required.

§ A business degree is preferred.

§ Demonstrated attention to detail is strongly preferred.

§ Strong organizational and team work skills are strongly preferred.

About Vanderbilt Benefits

Vanderbilt University offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses, and dependent children.

AboutVanderbilt University

Vanderbilt University, located in Nashville, Tennessee, is a top-15 private research university offering a full range of undergraduate, graduate and professional degrees. Vanderbilt is situated on a 330-acre campus near the thriving city center, serving more than 12,000 students and employing almost 7,000 faculty and staff. The university’s students, staff, and faculty frequently cite Nashville and the surrounding area as one of the many perks of being a part of the Vanderbilt community. Vanderbilt University is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity is sought and celebrated. Vanderbilt was recently named as one of “America’s Best Large Employers” and the top employer in Tennessee and the Nashville metropolitan area in 2018 (Forbes).

Commitmentto Equity, Diversity and Inclusion

Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.

Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply

Primary Location: United States-Tennessee-Nashville

Organization: 18530 - Medical Science Training Program

Job: Fiscal Affairs Professionals

Vanderbilt University is committed to principles of equal opportunity and affirmative action

© Vanderbilt University · Nashville, Tennessee 37240