The position is a Grants Manager position within Biomedical Engineering. The position is primarily pre and post-award grants management as well as other tasks assigned.
This 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, policies, and procedures.
The Department of Biomedical Engineering at Vanderbilt is unique among biomedical engineering programs in its immediate proximity to the world class Vanderbilt Medical Center, located on our compact campus. Our School of Medicine is among the top ten in funding from the National Institutes of Health and includes a National Cancer Institute-recognized Comprehensive Cancer Center, a major children's hospital and a Level I trauma center. This proximity and the strong relationships among faculty across multiple schools stimulate high impact research and provide unique educational and research opportunities for students.
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 PAs/RFAs or general application submissions in a proactive manner. Coordinate multiple applications under absolute deadlines
Work in a collaborative manner with the Principal Investigator, other department 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 for Grants & Contracts
Provide outside departments with biosketches, other support and ancillary data as requested
Independently manage budget responsibilities for grants.
Works in conjunction with the senior lead Grants Manager on new, competing or revised grant applications in preparing initial and extended budgets, including Indirect cost calculation
Reviews budget details with 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 an every other month cadence
Prepares budget projections for PIs and the senior lead Grants Manager to review spending
Works with senior lead Grants Manager on carry forward requests for unobligated balances in conjunction with the Office of Contract and Grant Accounting (OCGA)
Ensures that the assigned contract/grants are not in deficit
Ensures that PPM unprocessed (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 revisions to the VUSE Senior Grants Manager and the Office of Contract and Grant Accounting (OCGA)
Prepares subcontract set up requests to the Sponsored Programs Administration (SPA) office, and maintains agreements and amendments as required
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 an 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 ensure 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 PIs 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 Deans Office, SPA, and OCGA
Attends all trainings offered by SPA and OCGA as well as reading online/published materials (i.e.: SPA/OCGA 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 lead Grants Manager and PIs informed of any material changes
Works closely with the assigned Financial Unit Manager (FUM) for the work unit.
Meets with the FUM regularly to ensure there is proper financial stewardship of the assigned PI portfolio ensuring that all transactions are recorded accurately and are in compliance with applicable university and departmental policies
Provides contract/grant specific guidance to the FUM
Prepares general ledger journal entries on behalf of assigned PI portfolio
Maintains an extensive understanding of the institution's chart of accounts and departmental use of optional segments and Project Portfolio Management (PPM) POET structure
Works with the Program Coordinator for the department's graduate program to confirm accounting for Graduate Awards
Works closely with the Human Capital Manager (HCM) assigned to the department and Deans Office for HR-related matters.
Will be asked to distribute effort to appropriate projects in the ORACLE system prospectively and retrospectively
Will be asked to enter retrospective costing changes into the ORACLE system
Annual Space Survey
Reviews assigned spaces and functionalize the rooms appropriately
This can include interviews with the PI or other research team members in the space
Profile of an Ideal Candidate
Bachelor's Degree is necessary, preferably in Finance, Accounting, or Business
Strong administrative support skills is necessary
Strong knowledge and/or experience with grant and contract processes is necessary
Strong working knowledge of chart of accounts for expense items, including allowable and unallowable costs, is necessary
Proficiency in Microsoft Office, especially Excel, is necessary
Preferred experience with Oracle and/or Financial Unit Manager (FUM)
Three years' experience in related job duties is preferred
Internal applicant with completed SkyVU FUM training is preferred
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.
Internal Number: 2000178
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.