Vanderbilt University Grants Manager - Mechanical Engineering in Nashville, Tennessee

Grants Manager - Mechanical Engineering (Job Number: 1802012)


The position is a Grants Manager position within Mechanical Engineering. The position is primarily pre and post-award grants management as well as other tasks assigned. The position requires exercise of independent judgment, initiative, and the ability to make decisions relative to the department’s operations as well as other tasks assigned. The position will also be 20% (equivalent of 1 day per week) dedicated to the Engineering Deans Office. The position will function with a high degree of understanding of University life, policies, and procedures.

The Mechanical Engineering department provides a broad-based engineering education with opportunities for students to elect courses in areas of study related to any industry and, with careful planning achieve some specialization. The mechanical engineering program prepares an individual to become a practicing engineer who can participate fully in the engineering activities of design, building, operation, production, maintenance, safety, marketing, sales, research, and administration. Numerous research projects allow faculty and students to collaborate in areas of combustion and propulsion, robotic surgery, powered prosthetics, nanotechnology, thermal fluids and medical devices.

Duties and Responsibilities

Assist research intensive faculty in preparing and assembling grants proposals/contracts in compliance with sponsor, University, and federal guidelines and deadlines. Interact with other departments and agencies to facilitate the development, submission, and administration of grant proposals. Independently manage budget responsibilities for grants. Monitor terms and agreements of grant awards for compliance.

  • Assist faculty in preparing andassembling grants proposals/contracts in compliance with sponsor,University, and federal guidelines and deadlines.

  • Assist PI in determiningrequirements, deadlines and time management for responses to PAs/RFAs orgeneral application submissions in a proactive manner. Coordinatemultiple applications under absolute deadlines.

  • Work in a collaborative mannerwith the Principal Investigator, other department and institutions, andSponsored Programs Administration (SPA), throughout the applicationprocess to achieve a professional document for submission

  • Assemble original applicationprior to submission

  • Interact with other departmentsand agencies to facilitate the development, submission, and administrationof grant proposals.

  • Responsible for tracking andreceiving back confirmation of submitted application from Grants &Contracts

  • Provide outside departmentswith biosketches, other support and ancillary data as requested

  • Independently manage budgetresponsibilities for grants.

  • Works in conjunction withGrants Manager on new, competing or revised grant applications inpreparing initial and extended budgets, including Indirect costcalculation

  • Reviews budget details withPI, including: personnel, effort allocated and overall expenses, ensuringconsistency and compliance.

  • Prepares and submit budgets toSenior Grants Manager and the Office of Contract and Grant Accounting(OCGA)

  • Prepares progress reports tothe PI detailing personnel, effort allocation and overall expensesensuring consistent communication as to the status of all projects.

  • Monitor terms and agreements ofgrant awards for compliance.

  • Assist PI with all periodicreporting requirements as detailed in awards.

  • Monthly review of all activeprotocols ensure all are current with institutional offices

  • Responsible for the PEERprocess for all contracts, subcontracts, and other award related tasks,such as NCE and amendment requests.

  • Initiates closeout processesas projects end to ensure timely completion of required reporting bothinternally and to the sponsor.

  • Serves as a resource for the departmentor division.

  • Forwards potential fundingopportunities to PIs/staff whether specific to a PIs research or generalfor all PIs

  • Keeps abreast of new/updatedagency policies, procedures, deadlines and timeframes of new initiativesby working closely with Deans Office, SPA, and OCGA

  • Attends all training offeredby SPA and OCGA as well as reading online/published materials (ie: NCURAnewsletter, NIH online updates)

  • Keeps Senior Grants Managerand PIs informed of any material changes

  • May be asked to serve in the ORACLE system role offinancial unit manager (FUM)

  • The financial unit managerrole consists of

  • Review and finaldetermination of approval or denial for all purchase requisitions up to$10,000

  • Review and finaldetermination of approval or denial for all business expensereimbursements up to $10,000

  • Review and finaldetermination of all inter-company transactions

  • Provide guidance to alldepartmental procurement initiators and employees that submit businessexpense reimbursements

Education and Certifications:

  • Bachelor’s degree required – preferencein Finance, Accounting or Business

  • Master’s preferred

  • Preferred experience but notrequired:

  • Oracle


Profile of an Ideal Candidate

  • Threeyears’ experience working in a higher education/academic setting preferred

  • Three– five years of relevant experience

  • StrongOrganizational skills

  • Strong knowledge and/or experience withgrant and contract processes

  • Strong working knowledge of chart of accountsfor expense items, allowable and unallowable costs

  • Proficient in Microsoft, especially excel

  • Financialbackground including the review of budgets

  • Comfort with new technological systems. Adaptseasily to changes in technology and process

  • Ability to work on multiple projectssimultaneously

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 at .

About Vanderbilt University

Vanderbilt is a renowned private institution founded in 1873 and located in the heart of Nashville, Tennessee. The university’s students 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. 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 #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.”

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: 15250 - Mechanical Engineering

Job: Fiscal Affairs Professionals

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