"Grants Specialist"

Nashville, TN, United States

JOB DESCRIPTION

The Grants Specialist is part of the Department of Psychology at Vanderbilt University 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 faculty 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 the financial and administrative contact for their assigned 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 (Administrative Assistant) 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. 

About the Work Unit:

The internationally renowned Department of Psychology houses several award-winning professors who are distinguished scholars in their respective fields and who are dedicated to providing world-class education and training to our undergraduate and graduate students. While our course curriculum encompasses all of the sub-disciplines of Psychology, the research of our faculty centers around three major areas: Clinical Science, Cognition and Cognitive Neurosciences, and Neuroscience.

Duties and Responsibilities:

Assist faculty in preparing and assembling grant proposals/contracts in compliance with sponsor, University, and federal guidelines and deadlines.

Work in a collaborative manner with the Principal Investigator and the Office of Research, 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. 

Provide outside departments with bio sketches, other support and ancillary data as requested. 

Reviews budget details with PI, including: personnel, effort allocated and overall expenses, ensuring consistency with DOF criteria. 

Prepares progress reports to the PI detailing personnel, effort allocation and overall expenses.

Prepares project number requests, interims, and extensions for new or continuing projects

Responsible for the active and pending Other Support for all PI’s

RPPR/Progress Report prep (Gather effort reports, complete OS, reach out to sub)

RPPR/Progress Report input (Help PI to upload or answer questions in Commons or another system)

Running of Financial Reports for GM or AO to present to PI’s monthly or when needed

Labor Costing (effort) to be completed for every individual in the department and stay on top of any changes and requests on a frequent basis.

Financial Forecasting for every grant housed in the department. This includes running of reports every month 

And making sure new changes are added to the forecast to keep an up-to-date budget.

Gather information and submit the needed documents for contractor set up and payment

Assists in effort certification for the department

Assists Grant Manager with any tasks that arise and covers for the Grant Manager when they are out of office. 

Coordinate payroll related activities for all students in Psychology.

Supervisory Relationships:

This position does not have supervisory responsibility. This position reports administratively and functionally to the Grants Manager.

Education and Certifications:

A High School Diploma or GED is necessary plus 2-3 years of experience. An Associate's Degree or Bachelor's Degree from an accredited institution of higher education is preferred.

Qualifications:

Demonstrated rigorous attention to detail and strong organizational and analytical skills is necessary.

Evidence of excellent oral and written communication skills, and high Interpersonal skills is necessary.

Proven ability to execute multiple tasks and work in a fast-paced environment under the pressure of hard deadlines and competing priorities is necessary.

Proficient in Excel and Microsoft Office Suite.

Experience in creating budgets

Experience with financial reports

Demonstrated ability to work independently and collaboratively is necessary.

Two years’ experience working in a higher education/academic setting highly preferred.

Two years’ experience using Vanderbilt systems including, but not limited to Oracle and RedCap is preferred.

Three years’ experience using Adobe Professional and Microsoft Office proficiency (including Word and Excel) is preferred.

Key Characteristics of a Successful Team Member in this Work Unit:

Analytical and Detail Oriented 

Autonomous

Creative Thinking

Honest and Transparent

Resilient

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.

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.

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.

APPLY NOW

JOB INFO

• Job Identification
• 10005529
• Job Category
• Financial Operations
• Posting Date
• 06/07/2024, 09:31 AM
• Locations
•  Nashville, TN, United States
• Job Schedule
• Full time