Grants Manager

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The Office of Biomedical Research Education & Training (BRET) seeks to hire a Training Grant Manager to assist Senior Grants Manager in conjunction with faculty to prepare and assemble grant proposals/contracts in compliance with sponsor, university, and federal guidelines and deadlines. The selected individual will interact with other departments and agencies to facilitate the development, submission, and administration of grant proposals, as well as monitor terms and agreements of grant awards for compliance. 

About the Work Unit: 

The BRET Office supports and coordinates graduate education, postdoctoral training, minority affairs, career development, and educational technology initiatives for the Vanderbilt biomedical research community.  Within the BRET Office are the Office of Career Development ASPIRE Program, the Office of Outcomes Analysis, and all aspects of the admissions processes for graduate programs in the biomedical sciences, including the Interdisciplinary Graduate Program and the Quantitative & Chemical Biology Program. 

Key Functions and Expected Performance: 

Assist the Senior Grants Managers and faculty in preparing and assembling training grant applications in compliance with sponsor, university, and federal guidelines and deadlines. 

Process trainee/fellow appointments, reappointments, and terminations via xTrain within the NIH eRA Commons system. 

Manage trainee/fellows' publications in MyNCBI 

Maintain and assemble training grants tables via xTRACT within the NIH eRA Commons system and through the use of Microsoft Office (Excel) for the Research Performance Progress Reports (RPPRs) and applications. 

Prepare, format, and maintain data tables, updating as appropriate with sponsors' formats for compliance and grant submission. 

Maintain, update, and organize web-based "Common Submission Materials" (boilerplates) required for all training grant and fellowship applications. 

Interact with other departments and agencies to facilitate grant proposal development, submission, and administration. 

Procure and prepare materials for new and competing renewals including biosketches, Other Support (OS), payback agreements, trainee/fellow updates, and boilerplate text. 

Responsible for assembling RPPR reports, including budgets, to SPA and/or Research Finance (RF) for review and final submission. 

Use effective methods to track current and former trainees/fellows for compliance with sponsor agencies. 

Process fellowship progress reports and terminations on an annual basis and five-year competing renewals, while keeping an updated record of all fellowships via Microsoft Office (Excel). 

Procures all required documents to request and update IRB/IACUC protocols in compliance with sponsor agencies and institution. 

Independently manage budget responsibilities for grants. 

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

Prepares contracts/subawards and other related agreements and submits to departments/PIs for approval. 

Prepares progress reports with PIs and financial closeouts with RF on an annual basis, as well as five-year competing renewals. 

Attends all training offered by the Dean’s Office as well as reading online/published materials (i.e.: NIH online updates). 

Monitor terms and agreements of grant awards for compliance. 

Review in a timely manner all contracts/subaward agreements for annual renewals. 

Assist PI with RPPR submission procedures, ensuring the accuracy of all reporting information. 

Review all active protocols monthly, ensuring all are current with institutional offices 

Manage Budget for Program 

Monitor, verify, and reconcile expenditures 

Work with OCGA and finance office to submit annual financial report (FFR) 

Ensure tuition, stipends, Benefit Action Form (BAF) and Graduate Action Form (GAF) for all trainees/fellows are submitted in a timely manner to AO/financial manager and/or HCM team for appropriate payments. 

Manage Program Activities 

Coordinate application, interview, and recruitment process (nominations) according to program guidelines  

Resolve problems and answer inquiries concerning program activities 

Manage logistics for open houses, retreats, and NIH site visit activities, including weekly seminars, monthly meetings, bi-annual workshops, and others as requested by the Grants Administrator/PIs. 

Schedule rooms, draft agendas, and purchase/prepare materials and handouts for meetings and events. 

Experience and Skills 

Strong written and verbal communications skills are necessary 

Excellent judgment and strong proofreading skills are required.  

Excellent interpersonal skills are required.  

Proficiency with Microsoft Office (including Word, Excel, Publisher, Outlook) is required.  

Willingness to work independently as well as collaboratively is necessary.  

The ability to handle multiple projects and deadlines simultaneously is necessary.  

Willing to take direction.  

Ability to work outside of normal business hours if needed.  

Perform other relevant duties as assigned.  

Qualifications 

A Bachelor's degree from an accredited institution of higher education, or the equivalent in experience, is necessary.  

Pre and post award grant experience desired Demonstrated strong analytical skills, initiative & strategic thinking is required   

Evidence of problem-solving skills and critical thinking is required  

Excellent interpersonal communication and writing skills is required  

Demonstrated ability to prepare and monitor budgets is required  

Experience of Federal sponsor systems, including era Commons & Fastlane, strongly preferred.  

One year experience working with other Vanderbilt University systems, including Oracle, Business Intelligence, strongly preferred  

Professional experience working in higher education is preferred. 

Proven ability to work independently and in teams is necessary. 

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.

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