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Vanderbilt University Grants Specialist (AAII) in Nashville, Tennessee

Grants Specialist (AAII) (Job Number: 1900775)


The Grants Specialist is part of the Physics & Astronomy Department in the College of Arts & Sciences at Vanderbilt University and is a key individual contributor responsible for internal post- award activities for an extensive portfolio of grants for departmental faculty. This position will include completion of monthly projections, serving as the financial and administrative contacts for their assigned faculty and completion of other tasks to maintain the awards within their portfolio. This position will also be responsible for pre-award activities including entering budgets into internal and federal proposal submission systems, monitoring active subcontracts and other pre-award items as needed. Reporting directly to the Grants Manager, the Grants Specialist will engage with a wide range of colleagues/coworkers, e.g. faculty, postdocs, students, and administrative staff in various departments/central offices.

The Grants Specialist will engage in pre and post award activity as it relates to the faculty assigned to the position under the direction of the Grants Manager.

The Department of Physics and Astronomy at Vanderbilt University combines the friendly and supportive atmosphere of a liberal arts college with the excitement and challenge of forefront research. The undergraduate program consists of a focused physics education combined with a wealth of skills from the humanities and social sciences. The bachelor’s degree prepares a student for a career in the private sector or for continuing one's education in physics, astronomy, engineering, law, medicine and many other fields. Both undergraduate and graduate students actively engage in Departmental research programs that are supported by more than $8.5 million in external funding annually. These research programs are at the cutting edge of traditional areas of physics as well as being a major contributor to contemporary interdisciplinary institutions and centers.

Duties and Responsibilities

  • Manage budget andadministrative post-award responsibilities for grant portfolio -

  • Works in conjunction with theGrants Manager on new, competing or revised grant applications inpreparing initial and extended budgets, including indirect costcalculation.

  • Reviews budget details withthe lead faculty member related to the grant, also known as the PrincipleInvestigator or PI, including: personnel, effort allocated and overallexpenses.

  • Provides assigned facultymembers monthly budget projections for their grant portfolio.

  • Prepares and submit projectrequests, budget revisions and cost transfers as required.

  • Prepares regular and ad hocreports to the PI detailing personnel, effort allocation, overallexpenses and projections.

  • Review transactions andrevisions regularly to ensure federal and University compliance standardsare maintained.

  • Under the direction of theGrants Manager, assist with routine pre-award tasks as needed -

  • Assist faculty and grantsmanager in preparing and assembling grants proposals/contracts incompliance with sponsor, University, and federal guidelines anddeadlines.

  • Prepare budgets withininternal and external (foundation, federal, etc.) grant submissionsystems.

  • Work with the PI to submitgrant proposals in internal and external systems following sponsor andUniversity guideline.

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

  • Manage department incoming andoutgoing subcontracts

  • Enter subcontract informationinto internal system and alert appropriate PI portfolio manager when thesubcontract is approved.

  • Monitor subcontract end dates,working with department staff and faculty along with the subcontractor tocomplete amendments and final invoicing timely.

  • Work on Sponsored BillingAgreements, Non-Sponsored Billing Agreements, and other various contractsas related to grant items as directed by the Grants Manager.

  • Complete regular and ad-hocreporting for the department as required.

  • Attend trainings offered by theUniversity, College and department regarding sponsored projects.

  • Other duties as assigned

Profile of an IdealCandidate

  • An Associate's Degree from anaccredited institution of higher education is required. A Bachelor'sDegree is preferred.

  • 2-3 years of experience isstrongly preferred

  • Demonstration of strongorganizational & analytical skills

  • Proven resourcefulness withemphasis on detail

  • Evidence of excellentinterpersonal written & oral communications skills

  • Ability to plan, develop, andcoordinate multiple projects

  • Ability to work both as amember of a team & independently

  • Microsoft Office proficiency(including Word and Excel)

  • Adobe Professional

  • Demonstration of desire &ability to constantly learn

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: 12560 - Physics and Astronomy

Job: Administrative / Office Support Supervisors, Leads, and Staff

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