The Grants Specialist is part of the Department of Biological Sciences 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.
The Department of Biological Sciences 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. More than 60 undergraduates each year participate in independent research projects, leading ta number of publications with undergraduate co-authors.
Duties and Responsibilities
Assist faculty and grants manager in preparing and assembling grant proposals/contracts in compliance with sponsor, University, and federal guidelines and deadlines
Prepare budgets within internal and external (foundation, federal, etc.) grant submission systems ensuring budget items are accurate and compliant with applicable guidelines and regulations
Work with faculty to submit grant proposals in internal and external systems following sponsor and University guidelines
Provide outside departments with biosketches, other support and ancillary data in a timely manner
Complete other pre-award duties as directed by the Grants Manager
For active awards, reviews budget and cost details with the lead faculty member related to the grant, also known as the Principle Investigator or PI, including: personnel, effort allocated and overall expenses
Provides detailed and accurate financial administration for active grant awards including, preparing and submitting project requests, budget revisions and cost transfers
Prepares regular and ad hoc reports to the PI, College, and Department detailing personnel, effort allocation, overall expenses and cost projections
Review transactions and revisions regularly to ensure federal and University compliance standards are maintained
Attend trainings offered by the University, College and department regarding sponsored projects
Other duties as assigned
Profile of an Ideal Candidate
An Associate's degree or combination of directly related experience and education is necessary.
2-3 years of financial management and budgetary experience, preferably in an academic setting, is necessary.
Intermediate skill level in Excel is necessary.
Previous experience with Vanderbilt University pre-award and/or financial systems is preferred.
About Vanderbilt University
Vanderbilt is a renowned private institution founded in 1873 and located in the heart of Nashville, Tennessee. The university's students, faculty, and frequently cite Nashville and the surrounding area as one of the many perks of being a part of Vanderbilt community. Vanderbilt University is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #1 in the Princeton Review among 382 top colleges and universities for "happiest students" - as well as #2 for "best quality of life" and "great financial aid," #5 for "best run colleges" and "beautiful campus," and #6 for both being in a "college city that students love" and having "great campus/city relations."
About Vanderbilt Benefits
In addition to offering a lively community that encourages learning and celebrates diversity, Vanderbilt University offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & 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, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview.
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: 1902004
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.