The position is a Grants Managerposition within Mechanical Engineering. The position is primarily pre andpost-award grants management as well as other tasks assigned. The positionrequires exercise of independent judgment, initiative, and the ability to makedecisions relative to the department's operations as well as other tasksassigned. The position will also be 20% (equivalent of 1 day per week)dedicated to the Engineering Deans Office. The position will function with ahigh degree of understanding of University life, policies, and procedures.
The Mechanical Engineering department provides abroad-based engineering education with opportunities for students to electcourses in areas of study related to any industry and, with careful planningachieve some specialization. The mechanical engineering program prepares anindividual to become a practicing engineer who can participate fully in theengineering activities of design, building, operation, production, maintenance,safety, marketing, sales, research, and administration. Numerous researchprojects allow faculty and students to collaborate in areas of combustion andpropulsion, robotic surgery, powered prosthetics, nanotechnology, thermalfluids and medical devices.
Duties and Responsibilities
Assist research intensive faculty inpreparing and assembling grants proposals/contracts in compliance with sponsor,University, and federal guidelines and deadlines. Interact with otherdepartments and agencies to facilitate the development, submission, andadministration of grant proposals. Independently manage budget responsibilitiesfor grants. Monitor terms and agreements of grant awards for compliance.
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 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, other department 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 biosketches, other support and ancillary data as requested
Independently manage budget responsibilities for grants.
Works in conjunction with Grants Manager on new, competing or revised grant applications in preparing initial and extended budgets, including Indirect cost calculation
Reviews budget details with PI, including: personnel, effort allocated and overall expenses, ensuring consistency and compliance.
Prepares and submit budgets to Senior Grants Manager and the Office of Contract and Grant Accounting (OCGA)
Prepares progress reports to the PI detailing personnel, effort allocation and overall expenses ensuring consistent communication as to the status of all projects.
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 ensure all are current with institutional offices
Responsible for the PEER process for all contracts, subcontracts, and other award related tasks, such as NCE and amendment requests.
Initiates closeout processes as projects end to ensure timely completion of required reporting both internally and to the sponsor.
Serves as a resource for the department or division.
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 Deans Office, SPA, and OCGA
Attends all training offered by SPA and OCGA as well as reading online/published materials (ie: NCURA newsletter, NIH online updates)
Keeps Senior Grants Manager and PIs informed of any material changes
May be asked to serve in the ORACLE system role of financial unit manager (FUM)
The financial unit manager role consists of
Review and final determination of approval or denial for all purchase requisitions up to $10,000
Review and final determination of approval or denial for all business expense reimbursements up to $10,000
Review and final determination of all inter-company transactions
Provide guidance to all departmental procurement initiators and employees that submit business expense reimbursements
Education and Certifications:
Bachelor's degree required – preferencein Finance, Accounting or Business
Preferred experience but notrequired:
Profile of an Ideal Candidate
Three years' experience working in a higher education/academic setting preferred
Three– five years of relevant experience
Strong knowledge and/or experience with grant and contract processes
Strong working knowledge of chart of accountsfor expense items, allowable and unallowable costs
Proficient in Microsoft, especially excel
Financialbackground including the review of budgets
Comfort with new technological systems. Adaptseasily to changes in technology and process
Ability to work on multiple projectssimultaneously
About Vanderbilt Benefits
In addition to offering a lively community that encourageslearning and celebrates diversity, Vanderbilt University offers a competitive,flexible benefits package including health, dental, vision, life, accidentaldeath & dismemberment, disability insurance, paid time off, and a 403(b)retirement plan with employer match. Vanderbilt offers tuition assistance to employees,spouses and dependent children. Also, after five years of service, Vanderbiltwill pay up to 55% of the tuition for up to three dependent children to earn abachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview.
About Vanderbilt University
Vanderbilt is a renowned private institution founded in 1873 andlocated in the heart of Nashville, Tennessee. The university's students and facultyfrequently cite Nashville and the surrounding area as one of the many perks ofbeing a part of the Vanderbilt community. Vanderbilt University is a placewhere your expertise will be valued, your knowledge expanded, and yourabilities challenged. It is a place where your diversity is sought andcelebrated. It is a place where employees know they are part of somethingbigger than themselves, take exceptional pride in their work and never settlefor what was good enough yesterday. Vanderbilt was recently ranked #2 for ‘bestquality of life’ and ‘great financial aid,’ #5 for ‘best run colleges’ and‘beautiful campus,’ and #6 for both being in a ‘college city that studentslove’ and having ‘great campus/city relations.’
Internal Number: 1802012
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.
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