Grants Coordinator

Vanderbilt University; Nashville (TN); Hybrid; USD 70,000 - 95,000; Full time

Job summary

Vanderbilt University is seeking a Grants Coordinator in the Dean’s Office to manage pre and post award activities, including proposal preparation, budget oversight, and timely submission of sponsor proposals. The role requires collaboration with PIs, departments, and Sponsored Programs Administration to ensure compliant, accurate and on‑time submissions.

The position involves monitoring budgets, coordinating with external entities, and maintaining familiarity with sponsor guidelines and

Qualifications

• Proven self‑direction but capable of working within a group is necessary.
• Evidence of problem‑solving skills and critical thinking are necessary.
• Two years' experience with enterprise grants submission systems (e.g., VERA) and Federal sponsor systems (e.g., eRA Commons & research.gov) strongly preferred.
• One year experience in Vanderbilt University systems, including Oracle and Business Intelligence, strongly preferred.

Responsibilities

• Assist PIs and Sponsored Programs Administration in preparing and submitting grant proposals and contracts.
• Coordinate with departments and outside entities to facilitate proposals, reporting, and budget oversight.
• Track submissions, ensure compliance with sponsor and university guidelines, and prepare progress reports.

Skills

Self-direction

Problem-solving

Grants submission systems (VERA, eRA,

Tools

Oracle

Business Intelligence

Job description

Hybrid Work Potential

The Grants Coordinator is part of the Dean’s Office assigned to departments at Vanderbilt University and is a key individual responsible for implementing sponsored program pre & post award activities. This position is responsible for effective & timely administrative preparation & submission of sponsor proposals, project set up, revisions, administrative contact to outside entities for sponsored projects & project closeouts, as well as coordinating with any contacts to ensure expeditious & accurate sponsored program implementation. Reporting administratively & functionally to the Dean’s Office Grants Manager, the Grants Coordinator works directly with department administration & with Principal Investigators [PI; faculty, postdocs & students] to ensure proper proposal submission formatting & timely submission, works directly with all internal & external administrative & Principal Investigators as required to ensure proper implementation of proposals & projects & reporting on a daily basis.

The Grants Coordinator will assist PIs in preparing, assembling proposals. The Grants Coordinator will interact with other entities & departments to facilitate proposals & reporting. The Grants Coordinator will independently manage budget responsibilities for projects as well as monitor terms of agreements for compliance purposes & communicate with appropriate parties as needed as a resource to the department & PIs.

Duties and Responsibilities

• Assist faculty in preparing and assembling grant proposals/contracts in compliance with sponsor, University, and federal guidelines and deadline.
• Assist faculty in determining requirements, deadlines and time management for responses to PAs/RFAs or general application submissions in a proactive manner. Coordinate multiple applications under absolute deadlines.
• Work in a collaborative manner with the Principal Investigator and Sponsored Programs Administration, throughout the application process to achieve a professional document for submission.
• Responsible for system proposal preparation, routing and submission; obtaining appropriate signatures for Conflict of Interest Forms through University applications.
• Assist with assembly of the original application to submission
• Interact with other departments and agencies to facilitate the development, submission, and administration of grant proposals.
• Responsible for tracking and receiving back confirmation of submitted application from Grants and Contracts.
• Provide outside departments with ancillary data as requested.
• Independently manage budget responsibilities for grants.
• Responsible for competing or revised grant applications in preparing initial and extended budgets, including indirect cost calculation.
• Review budget details with Faculty, including: personnel, effort allocated and overall expenses, ensuring consistency with Office of Grants and Contract Administration criteria.
• Prepare and submit budget revisions, advising relevant lab and administrative staff of financial updates.
• Prepare progress reports to the PI detailing personnel, effort allocation and overall expenses
• Serves as a resource for departments.
• Forwards potential funding opportunities to PIs/staff whether specific to a PIs research or general for all PIs.
• Keeps abreast of new/updated agency policies, procedures, deadlines and timeframes of new initiatives by working closely with department leads.
• Attends all training offered by the SPA as well as reading online/published materials (i.e. NCURA newsletter, NIH online updates)
• Keeps department leads and PIs informed of any material changes.
• Provide PI information on obtaining forms for submitting: New Animal or IRB protocol requests (NOI), Annual Surveillance Forms, Salary only approvals, etc.
• Oversee information sharing with relevant departmental personnel, including administrative & financial department core staff
• Monitor terms and agreements of grant awards for compliance
• Assist PI with RPPR/progress report submission procedures ensuring accuracy of all reporting information
• Responsible for getting RPPR/progress reports as well as VERA application submitted to SPA for review and final submission.
• Monthly review of all active protocols ensure all are current with institutional offices
• Works collaboratively with the Financial Unit Manager (FUM) to ensure compliance with award guidelines during the expense approval process.
• Assists department with budgetary responsibilities
• Assemble data and compile drafts, outlines and graphic materials for financial presentations
• Perform budget related duties of a complex and confidential nature in support of the department in accordance with University policies and procedures.
• Other duties as assigned

Qualifications

• Proven self‑direction but capable of working within a group is necessary.
• Evidence of problem‑solving skills and critical thinking are necessary.
• Two years' experience of enterprise grants submissions systems [e.g., VERA], Federal sponsor systems, including eRA Commons & research.gov, strongly preferred.
• One year experience in other Vanderbilt University systems, including Oracle, Business Intelligence, strongly preferred.