The position is a Grants Manager position within Mechanical Engineering. The position is primarily pre- and post-award grants management as well as other tasks assigned. 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, policies, and procedures.
The Mechanical Engineering department provides a broad-based engineering education with opportunities for students to elect courses in areas of study related to any industry and, with careful planning achieve some specialization. The mechanical engineering program prepares an individual to become a practicing engineer who can participate fully in the engineering activities of design, building, operation, production, maintenance, safety, marketing, sales, research, and administration. Numerous research projects allow faculty and students to collaborate in areas of combustion and propulsion, robotic surgery, powered prosthetics, nanotechnology, thermal fluids, and medical devices.
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, 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 bio sketches, other support, and ancillary data as requested
Independently manage budget responsibilities for grants.
Works in conjunction with VUSE Senior Lead Grants Manager 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 VUSE Senior Lead 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 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 timeframes of new initiatives by working closely with Dean's Office, SPA, and OCGA
Attends all trainings offered by SPA and OCGA as well as reading online/published materials (i.e.: SPA/OCGA 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 VUSE Senior Lead Grants Manager and PIs informed of any material changes
Works closely with the assigned Financial Unit Manager (FUM) for the work unit.
Meets with the FUM regularly to ensure there is proper financial stewardship of the assigned PI portfolio ensuring that all transactions are recorded accurately and in compliance with applicable university and departmental policies
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.
Will be asked to distribute effort to appropriate projects in the ORACLE system prospectively and retrospectively
Will be asked to enter retrospective costing changes into the ORACLE system
Annual Space Survey
Assist respective unit Grant Managers by answering questions regarding MuMs and ISDE assigned space and functionalization. This can include interviews with the PI or other research team members in the space.
Internal Number: 2000948
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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