The Senior Grant Manager is part of the Mechanical Engineering work unit within the School of Engineering (VUSE) at Vanderbilt University. The position provides oversight and leadership to the departmental contract/grants management team. The position is to have extensive knowledge and understanding of pre- and post-award grants management to serve the work unit.
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 function with a high degree of understanding of University life, polices and procedures.
Duties and Responsibilities
Assist faculty in preparing and assembling grants proposals/contracts in compliance with sponsor, University, and federal guidelines and deadlines
Assist PI in determining requirements, deadlines and time management for responses to Funding opportunities or general application submissions in a proactive manner. Coordinate multiple applications under absolute deadlines
Work in a collaborative manner with the Principal Investigator, the school, other departments and institutions, and Sponsored Programs Administration (SPA), throughout the application process to achieve a professional document for submission
Assemble original application prior 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 & Contracts
Provide outside departments with bio sketches, other support and ancillary data as requested
Independently manage budget responsibilities for grants
Works in conjunction with Senior Director of VUSE Grants & Contracts on new, competing or revised grant applications in preparing initial and extended budgets, including Indirect cost calculation
Reviews budget details with Principal Investigator (PI), including: personnel, effort allocated and overall expenses, ensuring consistency and compliance
Prepares meaningful unobligated balance and effort matrix reports to PI’s on at least every other month cadence
Ensures that the assigned contract/grants are not in deficit
Ensures that Project Portfolio Management (PPM) unprocessed salaries (aka suspense) is kept at $0 or a minimal level
Ensures that retroactive changes do not exceed 90 days from original charge
Prepares and submit budgets to Senior Director of VUSE Grants & Research Finance (RF)
Prepares progress reports to the PI detailing personnel, effort allocation and overall expenses ensuring consistent communication as to the status of all projects on at least every other month cadence
Monitor terms and agreements of grant awards for compliance
Assist PI with all periodic reporting requirements as detailed in awards
Monthly review of all active protocols ensuring all are current with institutional offices
Serve as a resource for the assigned PI portfolio
Forwards potential funding opportunities to PIs/staff whether specific to a PI’s research or general for all PIs
Keeps abreast of new/updated agency policies, procedures, deadlines and time frames of new initiatives by working closely with Dean’s Office, SPA, and RF
Attends all trainings offered by SPA and RF as well as reading online/published materials (i.e.: SPA/RF Users group meeting, NCURA newsletter, NIH and NSF hosted training webinars and online updates)
Attends monthly VUSE Grant Managers meetings and professional development opportunities.
Actively participates in at least one VUSE Grant Managers working group
Attends all School level meetings
Keeps Senior Director of VUSE Grants & Contracts and PIs informed of any material changes
Works closely with the assigned Financial Unit Manager (FUM) for the work unit
Provides contract/grant specific guidance to the FUM
Maintains an extensive understanding of the institution’s chart of accounts and departmental use of optional segments and PPM POET structure
Works closely with the Human Capital Manager (HCM) assigned to the department and Deans Office for HR-related matters
All costing to be completed by the Work Unit in time for the final HR Deadlines
All costing to be audited by the Work Unit prior to final deadline
Retro costing corrections to be completed by Work Unit in a timely manner
Reports to be ran on a consistent basis (Bi-weekly/Monthly) for auditing purposes
Provide timely costing information that meets the final HR Deadlines
Annual Space Survey
Reviews assigned spaces and uses the rooms appropriately
This can include interviews with the PI or other research team members in the space
Other duties as assigned.
Supervisory Relationships:
This position does have supervisory responsibility; this position reports administratively and functionally to the ME Senior Administrative Officer.
Qualifications
A bachelor’s degree – preference in a technical (science or engineering), finance, accounting, or business major - is required.
A minimum of three years of experience is required.
Completed SkyVU FUM training is preferred.
Completed SkyVU Procurement training is preferred.
Strong administrative support skills
Deep understanding of grant and contract processes
Familiarization with chart of accounts for expense items, allowable and unallowable costs
Proficient in Microsoft office, especially Excel
Relocation to Nashville is strongly preferred, but remote work with occasional travel may be possible, on a case-by-case basis.
Commitment to Equity, Diversity, and Inclusion
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.
Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Commitment to Equity, Diversity, and Inclusion 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. Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.