The Grant Manager is part of the Chemical and Biomolecular Engineering work unit within the School of Engineering (VUSE) at Vanderbilt University. The position requires 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, policies, and procedures.
The Chemical and Biomolecular Engineering department is involved in research and education in the areas of pharmaceuticals, bioengineered materials, high strength composites and specialty polymers, semiconductors and microelectronic devices, and a wide range of ultrapure fine chemicals. The solutions to many of the problems that we face today--e.g., energy, the environment, development of high performance materials--involves chemical engineers. The undergraduate program in chemical engineering prepares students to contribute to the solution of these and similar problems. Graduates find meaningful careers in industry, in government laboratories, and as private consultants. Some continue their education through graduate studies in chemical engineering, business, law, or medicine.
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, 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 from Grants & Contracts
Provide outside departments with biosketches, other support and ancillary data as requested
Independently manage budget responsibilities for grants
Works in conjunction with VUSE 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 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 VUSE Senior Lead Grants Manager and the Office of Contract and Grant Accounting (OCGA)
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 timeframes of new initiatives by working closely with Dean's 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 VUSE 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 in compliance with applicable university and departmental policies
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 prior to final deadline
Reports to be ran on a consistent basis (Bi-weekly/Monthly) for auditing purposes
Provide costing information in a timely manner that meets the final HR Deadlines
Annual Space Survey
Reviews assigned spaces and functionalizes the rooms appropriately
This can include interviews with the PI or other research team members in the space
Bachelor's degree - preference in finance, accounting, or business is necessary
Three years' experience is preferred
Completed SkyVU FUM training is preferred
Completed SkyVU Procurement training is preferred
Strong administrative support skills
Familiarization with grant and contract processes
Familiarization with chart of accounts for expense items, allowable and unallowable costs
Proficient in Microsoft, especially Excel
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.
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.
Internal Number: 10000462
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.