Vanderbilt University Grants Manager (Peabody: Special Education) in Nashville, Tennessee

Grants Manager (Peabody: Special Education) (Job Number: 1802231)


The Grants Manager is responsible for assisting faculty in preparing and assembling grants proposals/contracts in compliance with sponsor, University, and federal guidelines and deadlines. You will be interacting with other departments and agencies to facilitate the development, submission, and administration of grant proposals. You will also independently manage budget responsibilities for grants and monitors terms and agreements of grant awards for compliance.

With a genealogy dating to a one-room Nashville schoolhouse in 1785, Peabody College today is a world-class college of education and human development. Our mission is to enhance the human condition, with a particular focus on children’s learning and development. We do this as we always have, through the preparation of teachers and leaders; through cycles of research, implementation, and refinement; through service to families, schools, and communities; and through external engagement with professionals, leaders, and policy-makers. Peabody’s focus on learning differences has helped to define the college, as has a reputation for empirical rigor in educational neuroscience; child, family, and community development; special education; the learning sciences; and educational leadership and policy. Peabody is devoted to creating opportunity in an increasingly diverse society and to solving large societal problems. Peabody has consistently been ranked in the top ten education schools by US News and World Report. With 18 professional and 5 PhD programs, our annual enrollment is approximately 1,000, almost half of whom are recruited each year.

Duties and Responsibilities:

Grant Management:

  • Develop budgets in accordance with sponsor and/orVanderbilt guidelines and expense factors (percentages of salaries, fringecosts, indirect costs, tuition costs, etc.). Develop, reviewand approve COEUS-submitted grant proposals for externally-fundedprojects.

  • Be knowledgeable about and effectivelycommunicate when needed regulations associated with all externally fundedprojects (i.e. Uniform Guidance, Department of Education or otheragency-specific regulations, terms and conditions of contracts) forrestricted centers.

  • Review and approve requests for expenses to becharged to external centers managed by the department, ensuring thatexpenses are a) allocated to the appropriate project number andexpenditure type, b) allowable under the terms of the sponsored grant or contractand Vanderbilt policies and procedures and c) within the budgetaryconstraints of the project number(s) to which the expenses are proposed tobe charged (current grant portfolio in excess of $15 million annually).

  • Conduct monthly ledger reviews, ensuring allcosts posting to the grant or internal project are allowable andappropriate, have required supporting documentation, and are consistentwith the budgetary or contractual guidelines and limitations.

  • Develop and submit cost transfers when needed toremove or allocate expenses, and follow-up on outstanding or missinginvoices to ensure prompt payment to vendors.

  • Work with the PI’s to ensure Scopes of Work forsubcontracts are accurate, provide required documentation to SPA to timelyissue and execute subcontracts, following up asneeded. Develop, route and/or approve COEUS proposals forsubcontracts flowing from VUMC to VU.

  • Review and monitor subcontract invoices,inquiring where needed when an expense is unclear or appears to beunallowable.

  • Work with Peabody Research Office as needed onpre-award requests (e.g. salaries for proposals, JIT, Other Support,etc.).

  • Monitor approaching end dates to ensure fundingdocuments for ensuing budget periods are received.

  • Monitor due dates for progress reports, financialreports, no-cost extensions and other sponsor approvals and projectcloseouts, ensuring that information is developed and gathered and duedates are met. Provide guidance to and develop content for PI’sto satisfy reporting requirements surrounding these milestones.

Budget and ExpenseManagement:

  • Proactively work with the PI’s to ensure thatwhere adjustments to effort allocation for research staff working on theirprojects are needed, those changes are identified timely and adjustmentsare submitted. In those instances where retroactive adjustmentsmust be made, draft a cost transfer memo that provides the requiredinformation to meet external regulatory requirements and submit to theOffice of Contract and Grant Accounting. (Retro adjustmentsshould be rare.)

  • On a monthly or more frequent basis when needed,monitor expenses against the budget for each project managed by thedepartment, alerting the PI as needed to ensure that adjustments toexpense patterns are made proactively and forecasting of expenses is modifiedas needed to ensure compliance and fiscal integrity.

  • Provide timely routine and ad hoc reports to PI’sregarding sub-categories of expenses as needed for internal and externalreporting (e.g. financial support by student for student data reports,actual and projected expenses for progress reports and no-cost extensionrequests, budget revisions due to changes in the configuration offaculty/staff/student positions to be supported by the project, etc.).

Human Resources:

  • May submit student payroll, stipends, andadjustments for students supported by external funding.

  • May submit staff payroll and adjustments forresearch staff supported by external funding.

  • May review and approve time cards for staff andstudents supported by externally funded projects as needed.

DepartmentManagement and Compliance:

  • Be knowledgeable about all VU, Peabody anddepartmental policies and procedures so that, in the absence of theAdministrative Officer, needs and inquiries can be appropriatelyaddressed.

Profile of an Ideal Candidate:

  • The most competitive candidates are likely tohave a Master’s degree in Accounting, Business Administration or PublicAdministration with 3 years grants and contracts related experience.

  • Must have substantial grants managementexperience, preferably in higher education.

  • Must be able to work effectively with multipleconstituencies, have outstanding communications skills, must be able toprioritize, multi-task and meet deadlines.

  • Advanced Excel skills.

AboutVanderbilt 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 located a little more than a mile from downtown Nashville, TN. The university’s students, faculty, staff and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU 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 that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday.

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: 21220 - Special Education

Job: Fiscal Affairs Professionals

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