The Grants Manager is responsible for assisting faculty in preparing and assembling grants proposals/contracts in compliance with sponsor, University, and federal guidelines and deadlines. You will be interacting with other departments and agencies to facilitate the development, submission, and administration of grant proposals. You will also independently manage budget responsibilities for grants and monitors terms and agreements of grant awards for compliance.
With a genealogy dating to a one-room Nashville schoolhouse in 1785, Peabody College today is a world-class college of education and human development. Our mission is to enhance the human condition, with a particular focus on children's learning and development. We do this as we always have, through the preparation of teachers and leaders; through cycles of research, implementation, and refinement; through service to families, schools, and communities; and through external engagement with professionals, leaders, and policy-makers. Peabody's focus on learning differences has helped to define the college, as has a reputation for empirical rigor in educational neuroscience; child, family, and community development; special education; the learning sciences; and educational leadership and policy. Peabody is devoted to creating opportunity in an increasingly diverse society and to solving large societal problems.
Peabody has consistently been ranked in the top ten education schools by US News and World Report. With 18 professional and 5 PhD programs, our annual enrollment is approximately 1,000, almost half of whom are recruited each year.
Duties and Responsibilities
Develop budgets in accordance with sponsor and/or Vanderbilt guidelines and expense factors (percentages of salaries, fringe costs, indirect costs, tuition costs, etc.). Develop, review and approve COEUS-submitted grant proposals for externally-funded projects.
Be knowledgeable about and effectively communicate when needed regulations associated with all externally funded projects (i.e. Uniform Guidance, Department of Education or other agency-specific regulations, terms and conditions of contracts) for restricted centers.
Review and approve requests for expenses to be charged to external centers managed by the department, ensuring that expenses are a) allocated to the appropriate project number and expenditure type, b) allowable under the terms of the sponsored grant or contract and Vanderbilt policies and procedures and c) within the budgetary constraints of the project number(s) to which the expenses are proposed to be charged (current grant portfolio in excess of $15 million annually).
Conduct monthly ledger reviews, ensuring all costs posting to the grant or internal project are allowable and appropriate, have required supporting documentation, and are consistent with the budgetary or contractual guidelines and limitations.
Develop and submit cost transfers when needed to remove or allocate expenses, and follow-up on outstanding or missing invoices to ensure prompt payment to vendors.
Work with the PI's to ensure Scopes of Work for subcontracts are accurate, provide required documentation to SPA to timely issue and execute subcontracts, following up as needed. Develop, route and/or approve COEUS proposals for subcontracts flowing from VUMC to VU.
Review and monitor subcontract invoices, inquiring where needed when an expense is unclear or appears to be unallowable.
Work with Peabody Research Office as needed on pre-award requests (e.g. salaries for proposals, JIT, Other Support, etc.).
Monitor approaching end dates to ensure funding documents for ensuing budget periods are received.
Monitor due dates for progress reports, financial reports, no-cost extensions and other sponsor approvals and project closeouts, ensuring that information is developed and gathered and due dates are met. Provide guidance to and develop content for PI's to satisfy reporting requirements surrounding these milestones.
Budget and Expense Management:
Proactively work with the PI's to ensure that where adjustments to effort allocation for research staff working on their projects are needed, those changes are identified timely and adjustments are submitted. In those instances where retroactive adjustments must be made, draft a cost transfer memo that provides the required information to meet external regulatory requirements and submit to the Office of Contract and Grant Accounting. (Retro adjustments should be rare.)
On a monthly or more frequent basis when needed, monitor expenses against the budget for each project managed by the department, alerting the PI as needed to ensure that adjustments to expense patterns are made proactively and forecasting of expenses is modified as needed to ensure compliance and fiscal integrity.
Provide timely routine and ad hoc reports to PI's regarding sub-categories of expenses as needed for internal and external reporting (e.g. financial support by student for student data reports, actual and projected expenses for progress reports and no-cost extension requests, budget revisions due to changes in the configuration of faculty/staff/student positions to be supported by the project, etc.).
May submit student payroll, stipends, and adjustments for students supported by external funding.
May submit staff payroll and adjustments for research staff supported by external funding.
May review and approve time cards for staff and students supported by externally funded projects as needed.
Department Management and Compliance:
Be knowledgeable about all VU, Peabody and departmental policies and procedures so that, in the absence of the Administrative Officer, needs and inquiries can be appropriately addressed.
Profile of an Ideal Candidate
The most competitive candidates are likely to have a Master's degree (or a Bachelor's degree with the equivalent experience) in Accounting, Business Administration or Public Administration with grants and contracts related experience.
Must have substantial grants management experience, preferably in higher education.
Must be able to work effectively with multiple constituencies, have outstanding communications skills, must be able to prioritize, multi-task and meet deadlines.
Advanced Excel skills.
Commitment to Equity, Diversity and Inclusion
Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.
Internal Number: 2000006
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.