Training Grants Manager

Position Summary:

The Office of Biomedical Research Education & Training (BRET) seeks to hire a Training Grant Manager to assist Senior Grants Manager in conjunction with faculty to prepare and assemble grant proposals/contracts in compliance with sponsor university and federal guidelines and deadlines. The selected individual will interact with other departments and agencies to facilitate the development submission and administration of grant proposals as well as monitor terms and agreements of grant awards for compliance.

About the Work Unit:
The BRET Office supports and coordinates graduate education postdoctoral training minority affairs career development and educational technology initiatives for the Vanderbilt biomedical research community. Within the BRET Office are the Office of Career Development ASPIRE Program the Office of Outcomes Analysis and all aspects of the admissions processes for graduate programs in the biomedical sciences including the Interdisciplinary Graduate Program and the Quantitative & Chemical Biology Program.

Key Functions and Expected Performance:

Assist the Senior Grants Managers and faculty in preparing and assembling training grant applications in compliance with sponsor university and federal guidelines and deadlines.

Process trainee/fellow appointments reappointments and terminations via xTrain within the NIH eRA Commons system.
Manage trainee/fellows publications in MyNCBI
Maintain and assemble training grants tables via xTRACT within the NIH eRA Commons system and through the use of Microsoft Office (Excel) for the Research Performance Progress Reports (RPPRs) and applications.
Prepare format and maintain data tables updating as appropriate with sponsors formats for compliance and grant submission.
Maintain update and organize web-based Common Submission Materials (boilerplates) required for all training grant and fellowship applications.

Interact with other departments and agencies to facilitate grant proposal development submission and administration.

- Procure and prepare materials for new and competing renewals including biosketches Other Support (OS) payback agreements trainee/fellow updates and boilerplate text.
- Responsible for assembling RPPR reports including budgets to SPA and/or Research Finance (RF) for review and final submission.
- Use effective methods to track current and former trainees/fellows for compliance with sponsor agencies.
- Process fellowship progress reports and terminations on an annual basis and five-year competing renewals while keeping an updated record of all fellowships via Microsoft Office (Excel).
- Procures all required documents to request and update IRB/IACUC protocols in compliance with sponsor agencies and institution.

Independently manage budget responsibilities for grants.

- Review budget details including personnel effort allocated and overall expenses ensuring consistency with DOF criteria.
- Prepares contracts/subawards and other related agreements and submits to departments/PIs for approval.
- Prepares progress reports with PIs and financial closeouts with RF on an annual basis as well as five-year competing renewals.
- Attends all training offered by the Deans Office as well as reading online/published materials (i.e.: NIH online updates).

Monitor terms and agreements of grant awards for compliance.

- Review in a timely manner all contracts/subaward agreements for annual renewals.
- Assist PI with RPPR submission procedures ensuring the accuracy of all reporting information
- Review all active protocols monthly ensuring all are current with institutional offices
Manage Budget for Program
- Monitor verify and reconcile expenditures
- Work with OCGA and finance office to submit annual financial report (FFR)
- Ensure tuition stipends Benefit Action Form (BAF) and Graduate Action Form (GAF) for all trainees/fellows are submitted in a timely manner to AO/financial manager and/or HCM team for appropriate payments.

Manage Program Activities

- Coordinate application interview and recruitment process (nominations) according to program guidelines
- Resolve problems and answer inquiries concerning program activities
- Manage logistics for open houses retreats and NIH site visit activities including weekly seminars monthly meetings bi-annual workshops and others as requested by the Grants Administrator/PIs.
- Schedule rooms draft agendas and purchase/prepare materials and handouts for meetings and events.

Experience and Skills

Strong written and verbal communications skills are necessary
Excellent judgment and strong proofreading skills are required.
Excellent interpersonal skills are required.
Proficiency with Microsoft Office (including Word Excel Publisher Outlook) is required.
Willingness to work independently as well as collaboratively is necessary.
The ability to handle multiple projects and deadlines simultaneously is necessary.
Willing to take direction.
Ability to work outside of normal business hours if needed.
Perform other relevant duties as assigned.

Qualifications
A bachelors degree from an accredited institution of higher education or the equivalent in experience is necessary.
Pre and post award grant experience desired Demonstrated strong analytical skills initiative & strategic thinking is required
Evidence of problem-solving skills and critical thinking is required
Excellent interpersonal communication and writing skills is required
Demonstrated ability to prepare and monitor budgets is required
Experience of Federal sponsor systems including era Commons & Fastlane strongly preferred.
One year experience working with other Vanderbilt University systems including Oracle Business Intelligence strongly preferred
Professional experience working in higher education is preferred.
Proven ability to work independently and in teams is necessary.