Job Description
 

The Grants Manager is part of the department administrative core team and is a leader responsible for implementing sponsored program pre & post award activities. This position is responsible for effective & timely administrative preparation & submission of sponsor proposals, project set up, revisions, administrative contact to outside entities for sponsored projects & project closeouts, as well as coordinating with any contacts to ensure expeditious & accurate sponsored program implementation. Reporting administratively & functionally to the department Administrative Officer, the Grants Manager works directly with Principal Investigators (PIs) to ensure proper proposal submission formatting & timely submission, works directly with all internal & external administrative & PIs as required to ensure proper implementation of proposals & projects & reporting on a daily basis.

The Grants Manager will assist PIs in preparing and assembling proposals. The Grants Manager will independently manage budget responsibilities for projects as well as monitor terms of agreements for compliance purposes & communicate with appropriate parties as needed as a resource to the department & PIs. 

The chosen candidate for this position may work a hybrid schedule once a successful training period has concluded. The Grants Manager is expected to work on site at least 3 days per week and may work remotely up to 2 days per week. Hybrid schedules may be adjusted, as needed, to accommodate on site meetings and/or events, other on-site obligations, or as requested by the Administrative Officer. 

This position has supervisory responsibility as direct supervisor of the Grants Coordinator. 

 

About the Work Unit

The Department of Biological Sciences 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. This department 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

Key Individual for Sponsored Proposals in Department  Assist Principal Investigator (PI) in preparing and assembling grant proposals/contracts in compliance with sponsor, University, and federal guidelines and deadlines Reviews proposal budget with PI, including personnel, effort allocations and overall expenses, ensuring consistency with funding opportunity and the Sponsored Programs Administration (SPA) Assemble original application prior to submission Work in a collaborative manner with the PI and the Office of Research throughout the application process to achieve a professional document for submission Interact with other departments and agencies to facilitate the development, submission, and administration of grant proposals Provide outside departments with bio sketches, other support and ancillary data as requested Responsible for the active and pending Other Support for all PI’s Oversight of Post Award Activities  Oversee the preparation of progress reports to the PI detailing personnel, effort allocation and overall expenses  Oversee the preparation of project number requests, interims, and extensions for new or continuing projects  Oversee the creation and distribution of monthly financial reports of active projects, including financial forecasting, for every grant housed in the department  Review and manage costing effort for every individual in the department supported by sponsored funds; keeps current with any changes and requests Assist in effort certification for the department Oversight of spending compliance across sponsored funds within the department  Personnel Management & Leadership  Serve as manager of department grants team, including recruiting, training, workflow managements, etc. Review and approve time off Manage team schedule to maintain on campus coverage Participate in periodic management meetings and/or HR trainings  Communicate, implement, and interpret policies as appropriate Oversight of spending compliance across sponsored and non-sponsored funds within the department, including assisting in budget recons and meeting with Faculty, Financial Unit Manager, and Administrative Officer  Serve as a grants resource for the department: keeps abreast of new/updated agency policies, procedures, deadlines and timeframes of new initiatives; forwards potential funding opportunities to PIs/staff Oversee information sharing with relevant departmental personnel, including administrative & financial department core staff Other duties as assigned 

 

Supervisory Relationships

This position does have supervisory responsibility as direct supervisor of the Grants Coordinator; this position reports administratively & functionally to Administrative Officer. 

 

Education and Certifications

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

Qualifications

Three or more years of finance or administrative experience is necessary Three or more years of directly related Grants experience is strongly preferred Previous experience with Oracle reporting is strongly preferred Familiarity with faculty cost share policies & procedures is preferred Evidentiary knowledge of human resources administration principles and practices is strongly preferred Previous personnel management experience is strongly preferred Skills in the use of word processing, spreadsheet, and database software is necessary Ability to foster cooperative work environment is necessary Strong interpersonal and communication (written/verbal) skills is necessary Excellent organizational and time management skills are required Ability to manage tasks in a fast paced environment is required Demonstrated ability to analyze and solve problems in a time-efficient manner, including planning, developing and coordinating multiple projects, is necessary Demonstrated ability to use independent judgment and to manage and impart confidential information is necessary Outstanding attention to detail is required

 

Vanderbilt is a community of talented and diverse staff & faculty!

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:

Working and growing together as a community of communities... we are One Vanderbilt. Providing a work environment where every staff and faculty member can be their authentic and best self, while providing the resources and opportunities to learn and grow. Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

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At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are.  We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

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