Grants Coordinator chez Vanderbilt University

Hybrid Work Potential

The Grants Coordinator is part of the Dean’s Office assigned to departments at Vanderbilt University and is a key individual 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 Dean’s Office Grants Manager, the Grants Coordinator works directly with department administration & with Principal Investigators [PI; faculty, postdocs & students] to ensure proper proposal submission formatting & timely submission, works directly with all internal & external administrative & Principal Investigators as required to ensure proper implementation of proposals & projects & reporting on a daily basis.

The Grants Coordinator will assist PIs in preparing, assembling proposals. The Grants Coordinator will interact with other entities & departments to facilitate proposals & reporting. The Grants Coordinator 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.

Duties and Responsibilities

• Assist faculty in preparing and assembling grant proposals/contracts in compliance with sponsor, University, and federal guidelines and deadline.
  • Assist faculty 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 and Sponsored Programs Administration, throughout the application process to achieve a professional document for submission.
  • Responsible for system proposal preparation, routing and submission; obtaining appropriate signatures for Conflict of Interest Forms through University applications.
  • Assist with assembly of the original application 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 and Contracts.
  • Provide outside departments with ancillary data as requested.
• Independently manage budget responsibilities for grants.
  • Responsible for competing or revised grant applications in preparing initial and extended budgets, including indirect cost calculation.
  • Review budget details with Faculty, including: personnel, effort allocated and overall expenses, ensuring consistency with Office of Grants and Contract Administration criteria.
  • Prepare and submit budget revisions, advising relevant lab and administrative staff of financial updates.
  • Prepare progress reports to the PI detailing personnel, effort allocation and overall expenses.
• Serves as a resource for departments.
  • 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 timeframes of new initiatives by working closely with department leads.
  • Attends all training offered by the SPA as well as reading online/published materials (i.e. NCURA newsletter, NIH online updates)
  • Keeps department leads and PIs informed of any material changes.
  • Provide PI information on obtaining forms for submitting: New Animal or IRB protocol requests (NOI), Annual Surveillance Forms, Salary only approvals, etc.
  • Oversee information sharing with relevant departmental personnel, including administrative & financial department core staff
• Monitor terms and agreements of grant awards for compliance
  • Assist PI with RPPR/progress report submission procedures ensuring accuracy of all reporting information
  • Responsible for getting RPPR/progress reports as well as VERA application submitted to SPA for review and final submission.
  • Monthly review of all active protocols ensure all are current with institutional offices
  • Works collaboratively with the Financial Unit Manager (FUM) to ensure compliance with award guidelines during the expense approval process.
• Assists department with budgetary responsibilities
  • Assemble data and compile drafts, outlines and graphic materials for financial presentations
  • Perform budget related duties of a complex and confidential nature in support of the department in accordance with University policies and procedures.
• Other duties as assigned

Qualifications

• A Bachelor’s degree from an accredited institution of higher education, or the equivalent in experience, is necessary.
• Three years of directly related experience is necessary.
• Proven self-direction but capable of working within a group is necessary.
• Evidence of problem-solving skills and critical thinking are necessary.
• Two years' experience of enterprise grants submissions systems [e.g., VERA], Federal sponsor systems, including era Commons & Fastlane, strongly preferred.
• One year experience in other Vanderbilt University systems, including Oracle, Business Intelligence, strongly preferred.

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