Grants Specialist, Biological Sciences

Job DescriptionThe Grants Specialist is part of the Department administrative core team and is a key individual contributor responsible for assisting in the completion of pre- and post-award administrative and financial activities within the department. This position assists in submitting grant proposals, preparing budgets, submitting annual reports, and manages the financial aspect of active awards. Reporting directly to the Grants Manager, the Grants Specialist works with faculty, staff and students in the Department and outside collaborators and institutions.The Grants Specialist will be responsible for internal post-award activities for an extensive portfolio of grants for departmental faculty. This will include completion of monthly projections, serving as a financial and administrative contact for departmental faculty and completion of other tasks to maintain the awards within their portfolio. This position will also be responsible for pre-award activities including entering budgets into internal and federal proposal submission systems, monitoring active subcontracts and other pre-award items as needed. In order to maintain best practices and up-to-date knowledge of internal and external guidelines, it is expected that the Grants Specialist will attend all recommended trainings provided by the Sponsored Programs Administration at Vanderbilt University, the College of Arts and Science Research Office and the Department. The chosen candidate for this position may work a hybrid schedule once a successful training period has concluded. The Grants Specialist is expected to work on site at least 3 days per week and may work remotely up to 2 days per week. Hybrid schedules may be adjusted, as needed, to accommodate on site meetings and/or events, other on-site obligations, or as requested by the Grants Manager.About the Work UnitThe Department of Biological Sciences has an excellent staff to facilitate issue resolution involving personnel, financial management, supply and equipment orders proposal submission, and infrastructure. The faculty in the department carry out diverse research projects and often collaborate with other members within the department and in nearby departments. This department covers a broad spectrum of biology, from molecules and cells to tissues and organisms to populations and ecosystems. Award-winning faculty and graduate students teach and carry out research in Biochemistry, Structural Biology and Biophysics, Cell Biology, Genetics, Molecular Biology, Computational Biology, Evolutionary Biology, Ecology, Developmental Biology, and Neurobiology.Duties and Responsibilities Monitors, investigates, facilitates, and coordinates corrective processes for sponsored fund transactions, set up, close out and reporting Processes retroactive cost transfers to remove non-compliant expenses from projects Generates necessary documentation for Research Finance and CAS Research offices for financial closeout of awards Adjusts costing for grant-funded personnel as requested by department PIs Facilitates PI requests for no-cost extensions Assists grants manager in preparing and assembling grant proposals/contracts in compliance with sponsor, University, and federal guidelines and deadlines Completes other pre-award duties as directed by the Grants Manager Prepares budgets within internal and external (foundation, federal, etc.) grant submission systems ensuring budget items are accurate and compliant with applicable guidelines and regulations Provides other support and ancillary data in a timely manner Maintains project forecasting data; review transactions and revisions regularly to ensure federal and University compliance standards are maintained Prepares regular and ad hoc reports to the PI, College, and Department detailing personnel, effort allocation, overall expenses and cost projections Serves as grants team procurement contact; prepares requisitions related to capital equipment and sub-contracts Attend trainings offered by the University, College and department regarding sponsored projects Other duties as assigned Supervisory RelationshipsThis position does not have supervisory responsibility; this position reports administratively & functionally to the Department Grants Manager.Education and CertificationsAn Associate's degree from an accredited institution of higher education, or the equivalent in experience, is necessary.Qualifications 2 years experience is necessary 2 years of financial management and budgetary experience in an academic setting is strongly preferred Previous experience with Vanderbilt University pre-award and/or financial systems is preferred Familiarity with faculty cost share policies & procedures is preferred Skills in the use of word processing, spreadsheet, and database software is necessary Ability to foster cooperative work environment is necessary Strong interpersonal and communication (written/verbal) skills is necessary Excellent organizational and time management skills are required Ability to manage tasks in a fast-paced environment is required Demonstrated ability to analyze and solve problems in a time-efficient manner, including planning, developing and coordinating multiple projects, is necessary Outstanding attention to detail is requiredAbout UsVanderbilt is a community of talented and diverse staff & facultyAt 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. Vanderbilt University is an equal-opportunity, affirmative action 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.