Grants Coordinator

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

Qualificaitons

• 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 & research.gov, strongly preferred.

• One year experience in other Vanderbilt University systems, including Oracle, Business Intelligence, strongly preferred.