Grants Coordinator

Hybrid Work Potential

The Grants Coordinator is part of the Deans 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 Deans 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 wellas 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 compliancewith 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 proactivemanner. Coordinate multiple applications under absolutedeadlines.
  • Work in a collaborative manner with the Principal Investigator andSponsored Programs Administration throughout the application process to achieve a professional document forsubmission.
  • 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 tosubmission
• Interact with other departments and agencies to facilitate the development submission and administration of grantproposals.
  • Responsible for tracking and receiving back confirmation of submitted application from Grants andContracts.
  • Provide outside departments with ancillary data asrequested.
• Independently manage budget responsibilities forgrants.
  • Responsible for competing or revised grant applications in preparing initial and extended budgets including indirect costcalculation.
  • Review budget details with Faculty including: personnel effort allocated and overall expenses ensuring consistency with Office of Grants and Contract Administrationcriteria.
  • Prepare and submit budget revisions advising relevant lab andadministrative staff of financialupdates.
  • Prepare progress reports to the PI detailing personnel effort allocation andoverall expenses.
• Serves as a resource for departments.
  • Forwards potential funding opportunities to PIs/staff whether specific to aPIs research or general for allPIs.
  • Keeps abreast of new/updated agency policies procedures deadlinesand timeframes of new initiatives by working closely with departmentleads.
  • Attends all training offered by the SPA as well as readingonline/published materials (i.e. NCURA newsletter NIH onlineupdates)
  • 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 approvalsetc.
  • Oversee information sharing with relevant departmental personnel including administrative & financial department corestaff
• Monitor terms and agreements of grant awards forcompliance
  • Assist PI with RPPR/progress report submission procedures ensuring accuracyof all reportinginformation
  • Responsible for getting RPPR/progress reports as well asVERA application submitted to SPA for review and finalsubmission.
  • Monthly review of all active protocols ensure all are current withinstitutional offices
  • Works collaboratively with the Financial Unit Manager (FUM) toensure compliance with award guidelines during the expense approvalprocess.
• Assists department with budgetaryresponsibilities
  • Assemble data and compile drafts outlines and graphic materials forfinancial presentations
  • Perform budget related duties of a complex and confidential nature in support of the department in accordance with University policies andprocedures.
• Other duties asassigned

Qualifications

• A Bachelors degree from an accredited institution of higher education or the equivalent in experience isnecessary.
• Three years of directly related experience isnecessary.
• Proven self-direction but capable of working within a group isnecessary.
• Evidence of problem-solving skills and critical thinking arenecessary.
• Two years experience of enterprise grants submissions systems e.g. VERAFederal sponsor systems including era Commons & Fastlane stronglypreferred.
• One year experience in other Vanderbilt University systems including OracleBusiness Intelligence stronglypreferred.