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Senior Grants Manager, Mechanical Engineering

4 months ago

Nashville, United States Vanderbilt University Full time
Job Description

The Senior Grant Manager is part of the Mechanical Engineering work unit within the School of Engineering (VUSE) at Vanderbilt University. The position provides oversight and leadership to the departmental contract/grants management team. The position is to have extensive knowledge and understanding of pre- and post-award grants management to serve the work unit.

The position requires exercise of independent judgment, initiative, and the ability to make decisions relative to the department's operations as well as other tasks assigned. The position will function with a high degree of understanding of University life, polices and procedures.

Duties and Responsibilities
  • Assist faculty in preparing and assembling grants proposals/contracts in compliance with sponsor, University, and federal guidelines and deadlines
    • Assist PI in determining requirements, deadlines and time management for responses to Funding opportunities or general application submissions in a proactive manner. Coordinate multiple applications under absolute deadlines
    • Work in a collaborative manner with the Principal Investigator, the school, other departments and institutions, and Sponsored Programs Administration (SPA), throughout the application process to achieve a professional document for submission
    • Assemble original application prior 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 & Contracts
    • Provide outside departments with bio sketches, other support and ancillary data as requested
  • Independently manage budget responsibilities for grants
    • Works in conjunction with Senior Director of VUSE Grants & Contracts on new, competing or revised grant applications in preparing initial and extended budgets, including Indirect cost calculation
    • Reviews budget details with Principal Investigator (PI), including: personnel, effort allocated and overall expenses, ensuring consistency and compliance
    • Prepares meaningful unobligated balance and effort matrix reports to PI's on at least every other month cadence
    • Ensures that the assigned contract/grants are not in deficit
    • Ensures that Project Portfolio Management (PPM) unprocessed salaries (aka suspense) is kept at $0 or a minimal level
    • Ensures that retroactive changes do not exceed 90 days from original charge
    • Prepares and submit budgets to Senior Director of VUSE Grants & Research Finance (RF)
    • Prepares progress reports to the PI detailing personnel, effort allocation and overall expenses ensuring consistent communication as to the status of all projects on at least every other month cadence
  • Monitor terms and agreements of grant awards for compliance
    • Assist PI with all periodic reporting requirements as detailed in awards
    • Monthly review of all active protocols ensuring all are current with institutional offices
  • Serve as a resource for the assigned PI portfolio
    • Forwards potential funding opportunities to PIs/staff whether specific to a PI's research or general for all PIs
    • Keeps abreast of new/updated agency policies, procedures, deadlines and time frames of new initiatives by working closely with Dean's Office, SPA, and RF
    • Attends all trainings offered by SPA and RF as well as reading online/published materials (i.e.: SPA/RF Users group meeting, NCURA newsletter, NIH and NSF hosted training webinars and online updates)
    • Attends monthly VUSE Grant Managers meetings and professional development opportunities.
    • Actively participates in at least one VUSE Grant Managers working group
    • Attends all School level meetings
    • Keeps Senior Director of VUSE Grants & Contracts and PIs informed of any material changes
  • Works closely with the assigned Financial Unit Manager (FUM) for the work unit
    • Provides contract/grant specific guidance to the FUM
    • Maintains an extensive understanding of the institution's chart of accounts and departmental use of optional segments and PPM POET structure
  • Works closely with the Human Capital Manager (HCM) assigned to the department and Deans Office for HR-related matters
    • All costing to be completed by the Work Unit in time for the final HR Deadlines
    • All costing to be audited by the Work Unit prior to final deadline
    • Retro costing corrections to be completed by Work Unit in a timely manner
    • Reports to be ran on a consistent basis (Bi-weekly/Monthly) for auditing purposes
    • Provide timely costing information that meets the final HR Deadlines
  • Annual Space Survey
    • Reviews assigned spaces and uses the rooms appropriately
      • This can include interviews with the PI or other research team members in the space
  • Other duties as assigned.
Supervisory Relationships:

This position does have supervisory responsibility; this position reports administratively and functionally to the ME Senior Administrative Officer.

Qualifications
  • A bachelor's degree - preference in a technical (science or engineering), finance, accounting, or business major - is required.
  • A minimum of three years of experience is required.
  • Completed SkyVU FUM training is preferred.
  • Completed SkyVU Procurement training is preferred.
  • Strong administrative support skills
  • Deep understanding of grant and contract processes
  • Familiarization with chart of accounts for expense items, allowable and unallowable costs
  • Proficient in Microsoft office, especially Excel
Relocation to Nashville is strongly preferred, but remote work with occasional travel may be possible, on a case-by-case basis.

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 employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.

About Us

Vanderbilt is a community of talented and diverse staff & faculty
At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of "America's Best Large Employers" as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:
  • Working and growing together as a community of communities... we are One Vanderbilt.
  • Providing a work environment where every staff and faculty member can be their authentic and best self, while providing the resources and opportunities to learn and grow.
  • Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University may require employees to comply with any testing or health and safety measures which the University may require.

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.