Job Description

The Grants Specialist is part of the Department administrative core team 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 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. #VUrecruitIND

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 a financial and administrative contact for departmental faculty and completion of other tasks to maintain the awards within their portfolio. This position will also assist with 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 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 chosen candidate for this position may work a hybrid schedule once a successful training period has concluded. The Grants Specialist is expected to work on site at least 3 days per week and may work remotely up to 2 days per week. Hybrid schedules may be adjusted, as needed, to accommodate on site meetings and/or events, other on-site obligations, or as requested by the Grants Manager.

About the Work Unit

The Department of Biological Sciences has an excellent staff to facilitate issue resolution involving personnel, financial management, supply and equipment orders proposal submission, and infrastructure. The faculty in the department carry out diverse research projects and often collaborate with other members within the department and in nearby departments. This department 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.

Duties and Responsibilities

• Monitors, investigates, facilitates, and coordinates corrective processes for sponsored fund transactions, set up, close out and reporting
• Utilizes internal systems to support award setup, tracking, and ongoing award management.
• Generates necessary documentation for Research Finance and CAS Research offices for financial closeout of awards
• Adjusts costing for grant-funded personnel as requested by department PIs
• Facilitates PI requests for no-cost extensions
• Assists grants manager in preparing and assembling grant proposals/contracts in compliance with sponsor, University, and federal guidelines and deadlines
• Completes other pre-award duties as directed by the Grants Manager
• Prepares budgets within internal and external (foundation, federal, etc.) grant submission systems ensuring budget items are accurate and compliant with applicable guidelines and regulations
• Provides other support and ancillary data in a timely manner
• Maintains project forecasting data; review transactions and revisions regularly to ensure federal and University compliance standards are maintained
• Prepares regular and ad hoc reports to the PI, College, and Department detailing personnel, effort allocation, overall expenses and cost projections
• Serves as grants team procurement contact; prepares requisitions related to capital equipment and sub-contracts
• Attend trainings offered by the University, College and department regarding sponsored projects
• Other duties as assigned

Monitors, investigates, facilitates, and coordinates corrective processes for sponsored fund transactions, set up, close out and reporting. Utilizes internal systems to support award setup, tracking, and ongoing award management. Generates necessary documentation for Research Finance and CAS Research offices for financial closeout of awards. Adjusts costing for grant-funded personnel as requested by department P - Is. Facilitates PI requests for no-cost extensions Assists grants manager in preparing and assembling grant proposals/contracts in compliance with sponsor, University, and federal guidelines and deadlines. Completes other pre-award duties as directed by the Grants Manager. Prepares budgets within internal and external (foundation, federal, etc.) grant submission systems ensuring budget items are accurate and compliant with applicable guidelines and regulations. Provides other support and ancillary data in a timely manner. Maintains project forecasting data; review transactions and revisions regularly to ensure federal and University compliance standards are maintained. Prepares regular and ad hoc reports to the PI, College, and Department detailing personnel, effort allocation, overall expenses and cost projections. Serves as grants team procurement contact; prepares requisitions related to capital equipment and sub-contracts Attend trainings offered by the University, College and department regarding sponsored projects. Other duties as assigned Supervisory Relationships. This position does not have supervisory responsibility; this position reports administratively & functionally to the Department Grants Manager. Education and Certifications. An Associate's degree from an accredited institution of higher education, or the equivalent in experience, is necessary. Qualifications 2 years of financial management and budgetary experience in an academic setting is strongly preferred Familiarity with faculty cost share policies & procedures is preferred. Previous experience with Vanderbilt University pre-award and/or financial systems is preferred. Skills in the use of word processing, spreadsheet, and database software is necessary. Ability to foster cooperative work environment is necessary. Strong interpersonal and communication (written/verbal) skills is necessary. Excellent organizational and time management skills are required. Ability to manage tasks in a fast-paced environment is required. Demonstrated ability to analyze and solve problems in a time-efficient manner, including planning, developing and coordinating multiple projects, is necessary. Outstanding attention to detail is required

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