Administrative Coordinator

Vanderbilt University; Nashville (TN); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Dynamic working environment

Opportunity for professional growth

Community engagement

Job summary

A leading educational institution in Nashville seeks an Administrative Coordinator to manage project budgets and coordinate grant proposals for their Center for Global Democracy. The role requires strong project management skills, effective communication with various stakeholders, and experience in administrative support. Ideal candidates will have a background in program and grants management, along with familiarity with Vanderbilt’s systems. Join a dynamic team dedicated to impactful international survey research.

Qualifications

• BA and experience in program and grants management is necessary.
• Experience with international projects preferred.
• Knowledge of Vanderbilt systems is strongly preferred.

Responsibilities

• Manage day‑to‑day operations and priorities of the CGD.
• Oversee and approve staff PTO.
• Assist with the preparation of grant proposals.

Skills

Project budget management

Grant proposals

Communication

Administrative support

Education

BA in relevant field

Job description

Join to apply for the Administrative Coordinator role at Vanderbilt University

Position Summary

The Administrative Coordinator is part of the Center for Global Democracy team at Vanderbilt University and is responsible for managing, coordinating, and tracking project budgets, pre‑award activities, grant proposals, and post‑award activities for a research Center that specializes in international survey research. The person in this position tracks effort by the research team (with assistance from the Director/HCM), manages complex, multifaceted project budgets and grants, and manages contracting, finances, and disbursements. Reporting directly to CGD’s Director & the Center's Associate Administrative Officer, the person in this role communicates often with individuals in multiple Vanderbilt offices, a network of international affiliates and sub awardees, and with external sponsors on grant‑funded projects.

About The Work Unit

The Center for Global Democracy, or CGD (formerly known as LAPOP), is an active social science research Center at Vanderbilt, located in the College of Arts & Science and part of the Provost’s Discovery Vanderbilt. The Center’s mission is to produce high quality public opinion data, develop and implement cutting‑edge survey methods, build capacity in survey research and analysis, and generate and disseminate policy‑relevant research. The Center’s activities are supported by numerous grants and implemented via a large network of partners across the Americas. The Center has a staff size of 8‑10, and multiple undergraduate student research assistants, and several graduate student research assistants.

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 staff frequently cite Nashville and the surrounding area as one of the many perks of being a part of the 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 named the “best large employer” in Tennessee and a top employer for women by Forbes, ranked #1 in the Princeton Review among 384 top colleges and universities for having the best financial aid in the nation – as well as #3 for “happiest students,” “quality of life” and “beautiful campus,” #4 for both being in a “college city that students love” and for having “great campus/city relations.”

Key Functions And Expected Performance

Administrative Support & Staff Management

• Manage day‑to‑day operations and priorities of the CGD including developing program budgets in collaboration with the Director
• Assist with developing and revising office handbooks
• Develop, streamline, and implement systems and processes to establish and maintain records for the program while following VU policies and procedures
• Serve as a primary contact and resource to VU staff, and visitors for daily operations of the program
• Execute administrative and business‑related tasks in direct support of the Director and AAO
• Create requisitions, PSAs, contract vendors, and track consultant invoices
• Initiate and execute new activities and provide ongoing program support to ensure the needs of the Director and staff are met
• Oversee and approve staff PTO
• Oversee graduate and undergraduate student (RA) costing related to CGD
• Manage unit's monthly and weekly staff effort reporting, in collaboration with the FUM/HCM. Director will also assist with effort reporting.
• Participate in interviews, orientation and on‑boarding for new staff
• Advise the Director and staff on VU policies and procedures, as well as other issues related to staff and VU communities

Manage general financial aspects of multiple projects

• Manage, and forecast complex, multifaceted project budget and grants with assistance from the AAO and CAS Research Finance Team
• Work closely with Vanderbilt post‑award office, to ensure compliance with sponsor and university rules and regulations
• Manage effort reporting on grants and monitor expenditure with assistance from the Director/CAS Research Finance Team
• Update quarterly budgets weekly and monthly as needed to accommodate acquiring expenses
• Meet regularly with the Center Director to review and make decisions over budget(s)
• Communicate regularly with external sponsors to answer questions regarding project budgets and projections
• Make One Card purchases for departmental accounts and reconcile monthly expenditures and purchases

Manage contracting for specific project grants, consulting, and subaward agreements

• Assist with the preparation of grant proposals: formatting, editing, budgeting, staff effort, timeline, compliance, and risk factors
• Communicate directly with sponsors regarding awards, budgets, and contracts
• Manage pre‑award process in collaboration with CAS Research Finance Team
• Process and manage agreements, and relevant invoicing in compliance with Vanderbilt policies and procedures
• Assist with the development of consultants and sub awardee scopes of work and budgets

Supervisory Relationships

This position has supervisory responsibilities, including overseeing research staff PTO, overseeing graduate and undergraduate student research assistant costing related to CGD, and supervising personnel on compliance issues. This position reports functionally and administratively to CGD’s Director and Associate Administrative Officer.

Experience And Education

• BA and experience in program and grants management is necessary.
• Experience with international projects preferred.
• Knowledge of Vanderbilt systems is strongly preferred.