Grants Coordinator, College of Arts & Science - Vanderbilt University

Job Description



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 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.




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.