The Grants Manager is an integral part of the Biomedical Engineering Finance Team's administrative staff at Vanderbilt University. As a Grants Manager for Post Award at BME, this position would be responsible for post award tasks for the grant and financial portfolio of the Biomedical Engineering department, which includes a combination of research grants, subcontracts, faculty funds, gift/endowment funds, operating funds, and student org funds.
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 Grants Manager will be responsible for ad hoc and monthly financial reporting, budget projections, cost transfers and other duties as assigned to support the Lead Grants Manager in providing financial oversight for the BME Faculty portfolio management.
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
Post Award Financial Analysis
Accumulate, review, and analyze data for financial reports using a broad knowledge of the goals of the Department of Biomedical Engineering (BME), with an understanding of academic accounting in accordance with generally accepted accounting principles (GAAP), and University policies and procedures. Investigate and analyze detailed accounting system transactions in support of programs and projects; utilize data in the development of forecasted income statements. Prepare financial, statistical, and operational reports including analysis of progress toward program/project goals. Analyze budget impact of implemented programs/projects.
Meet regularly with the Lead Grants Manager to review the department's portfolio
Meet monthly with BME Faculty as directed to review financial reports and identify any charges that need correcting within a timely manner
Develop and maintain a thorough understanding of allowable and unallowable costs as it pertains to the specific award or funding source and ensure the account is in compliance
Maintain an extensive understanding of Oracle financials, student and grant systems
Use high attention to detail to when reviewing financial reports and identify any discrepancies. Adopt best practices in the review and management of financial resources addressing any needed changes or adjustments in a timely manner
Prepare financial projections for awards on an every other month basis
Responsible for projecting and reviewing the final close of an award in conjunction with the Office of Contract and Grant Accounting (OCGA) and Sponsored Programs Administration (SPA), and ensuring all accounts are in order
Prepare meaningful ad hoc financial reports tailored to the specific audience - pulling data from multiple sources (Oracle, BI, etc.) and using advanced Excel skills (pivots, etc.) to analyze and present in a professional and relevant format
Maintain knowledge of institutional accounting and grant policies/practices and stay up to date on sponsor requirements
Present information in a professional and thorough manner, using knowledge of school practices to provide useful information in a timely manner
Post Award Management
Work in a collaborative manner with the Lead Grants Manager, Principal Investigators, other department and institutions, School of Engineering Finance Office, and Sponsored Programs Administration (SPA), Office of Contract and Grant Accounting (OCGA) throughout the post award life cycle of the grant
Independently manage budget responsibilities for grants and subcontracts
Responsible for submitting project number requests and budget revisions, including Indirect cost calculation, as needed
Prepares meaningful unobligated balance and effort matrix reports 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
Prepares budget projections for PIs and the Lead Grants Manager to review spending and to maintain a steady burn rate
Works with 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
Thinks of ways to minimize retroactive changes and ensures that retroactive changes do not exceed 90 days from original charge
Prepares subcontract set up requests to the Sponsored Programs Administration (SPA) office, and maintains agreements and amendments as required
Tracks all incoming invoices from subaward institution to ensure accurate spending and payment.
Works with OCGA to obtain approval for all invoices form the PI for timely payments
Processes all Sponsored Billing Agreements, Effort Service Agreements and Non-Sponsored Billing Agreements under the direction of the Lead Grants Manager
Develop a subcontract aging report to help identify long periods of time between invoices
Communication and collaboration
Build and maintain strong working relationships in the department, school, collaborators and central offices
Participate in recurring meetings and trainings to keep up to date on all school and institutional policies/procedures
Adapt easily to changes in technology and process
Display an awareness of and urgency around meeting deadlines
Have a "get the job done" attitude; accept responsibility; address problems rather than allowing unresolved issues to linger; model willingness to contribute above and beyond the call of duty
Display self-awareness and feel comfortable asking for help/guidance when needed
Self-driven, work independently with minimal oversight/instruction
Profile of an Ideal Candidate
Bachelor's degree is required, major in Accounting, Finance, or Business is preferred
Master's degree is preferred
3 years' experience is preferred
Vanderbilt experience and Oracle experience is preferred
Grants knowledge/experience is preferred
Very strong analytical skills are preferred
Advanced Excel skills are preferred
Strong organization and communication skills are required
Strong administrative support skills are required
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: 2000396
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.