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Vanderbilt University Grants Manager - Biological Sciences in Nashville, Tennessee

Grants Manager - Biological Sciences (Job Number: 1901211)


The Grants Manager is part of the administrative staff in the Department of Biological Sciences in the College of Arts and Sciences, Division of Natural Sciences at Vanderbilt University and is a direct support of departmental Administrative Officer and Departmental Chair and is primarily responsible for pre and post-award grants management as well as other tasks assigned. This position requires exercise of independent judgement, initiative, and the ability to make decisions relative to the department's operations. Reporting directly to the Administrative Officer, the Grants Manager will support all faculty with grants. The Grants Manager will function with a high degree of understanding of University life, policies and procedures

The Department of Biological Sciences is currently chaired by Brandt Eichman and has an excellent staff to facilitate issue resolution involving personnel, financial management, supply and equipment orders proposal submission, and infrastructure. The faculty in the department carry out diverse research projects and often collaborate with other members within the department and in nearby departments.

The Department of Biological Sciences covers a broad spectrum of biology, from molecules and cells to tissues and organisms to populations and ecosystems. Award-winning faculty and graduate students teach and carry out research in Biochemistry, Structural Biology and Biophysics, Cell Biology, Genetics, Molecular Biology, Computational Biology, Evolutionary Biology, Ecology, Developmental Biology, and Neurobiology.

Duties and Responsibilities

  • Assist faculty in preparing and assembling grant proposals/contracts in compliance with sponsor, University, and federal guidelines and deadline.

  • Assist faculty in determining requirements, deadlines and time management for responses to Program Announcements [PAs]/Request for Application [RFAs] or general application submissions in a proactive manner. Coordinate multiple applications under absolute deadlines.

  • Work in a collaborative manner with the Principal Investigator and Sponsored Programs Administration, throughout the application process to achieve a professional document for submission.

  • Responsible for COEUS proposal preparation, routing and submission; obtaining appropriate signatures for Conflict of Interest Forms through PEER web application.

  • Assist with assembly of the original application to submission

  • Interact with other departments and agencies to facilitate the development, submission, and administration of grant proposals.

  • Responsible for tracking and receiving back confirmation of submitted application from Grants and Contracts.

  • Provide outside departments with ancillary data as requested.

  • Independently manage budget responsibilities for grants.

  • Responsible for competing or revised grant applications in preparing initial and extended budgets, including indirect cost calculation

  • Review budget details with faculty, including listed personnel, effort allocated and overall expenses, ensuring consistency with Office of Grants and Contract administration criteria.

  • Prepare and submit budget revisions, advising relevant lab and administrative staff of financial updates.

  • Prepare progress reports to the PI detailing personnel, effort allocation and overall expenses.

  • Serves as a resource for the department.

  • Forwards potential funding opportunities to PIs/staff whether specific to a PIs research or general for all PIs.

  • Keeps abreast of new/updated agency policies, procedures, deadlines and timeframes of new initiatives by working closely with AO.

  • Attends all training offered by the SPA as well as reading online/published materials (i.e. NCURA newsletter, NIH online updates)

  • Keeps AO and PIs informed of any material changes.

  • Provide PI information on obtaining forms for submitting: New Animal or IRB protocol requests (NOI), Annual Surveillance Forms, Salary only approvals, etc.

  • Oversee information sharing with relevant departmental personnel, including administrative & financial department core staff

  • Coaches, advises, and provides training for contract- and grant-funded staff members concerning contract and grant compliance.

  • Monitor terms and agreements of grant awards for compliance:

  • Assist PI with RPPR/progress report submission procedures ensuring accuracy of all reporting information

  • Responsible for getting RPPR/progress reports as well as COEUS/PEER application submitted to SPA for review and final submission.

  • Monthly review of all active protocols ensure all are current with institutional offices

  • Works collaboratively with the Financial Unit Manager (FUM) to ensure compliance with award guidelines during the expense approval process.

  • Assists AO with budgetary responsibilities:

  • Assemble data and compile drafts, outlines and graphic materials for financial presentations

  • Perform budget related duties of a complex and confidential nature in support of the department in accordance with University policies and procedures.

  • Payroll:

  • Monitors and reconciles contract- and grant-funded payroll for faculty, students, and staff (academic, monthly, hourly, and service-free stipends).

  • Proactively provides to FUM and AO payroll costing to projects to minimize retroactive changes.

  • Reviews ECRT effort reporting and processes effort and salary changes in a timely manner.

Profile of an Ideal Candidate

  • A Bachelor’s degree from an accredited institution of higher education, or the equivalent in experience, is necessary

  • Vanderbilt Program in Research Administration Development [VPrad] certification strongly preferred

  • Three years’ directly related experience is necessary

  • Demonstrated strong analytical skills, initiative & strategic-thinking is required

  • Ability to simultaneously work on multiple projects with accurate detail is required

  • Proficient in Excel and Microsoft suite is required

  • Evidence of problem-solving skills and critical thinking is required

  • Excellent interpersonal communication and writing skills is required

  • Demonstrated ability to prepare and monitor budgets is required

  • Two years’ experience of COEUS, Federal sponsor systems, including era Commons & Fastlane, strongly preferred.

  • One year experience working with other Vanderbilt University systems, including Oracle, Business Intelligence, strongly preferred

  • Research Administration training is strongly preferred.

About Vanderbilt University

Vanderbilt is a renowned private institution founded in 1873 and located in the heart of Nashville, Tennessee. The university’s students, faculty, and frequently cite Nashville and the surrounding area as one of the many perks of being a part of 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. It is a place where employees know they are part of something bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #1 in the Princeton Review among 382 top colleges and universities for “happiest students” - as well as #2 for “best quality of life” and “great financial aid,” #5 for “best run colleges” and “beautiful campus,” and #6 for both being in a “college city that students love” and having “great campus/city relations.”

About Vanderbilt Benefits

In addition to offering a lively community that encourages learning and celebrates diversity, 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. Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview.

Commitment to 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: 12510 - Biological Sciences

Job: Fiscal Affairs Professionals

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