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This position is responsible for assisting faculty in preparing and assembling grants proposals/contracts in compliance with sponsor, University, and federal guidelines and deadlines. In addition, this position interacts with other departments and agencies to facilitate the development, submission, and administration of grant proposals. Furthermore, this position is responsible for independently managing grant budgets and for monitoring the terms and agreements of grant awards for compliance.
With a genealogy dating to a one-room, Nashville schoolhouse in 1785, Peabody College is a world-class college of education and human development. Our mission is to enhance the human condition, with a particular focus on children's learning and development. We do this as we always have, through the preparation of teachers and leaders; through cycles of research, implementation, and refinement; through service to families, schools, and communities; and through external engagement with professionals, leaders, and policy-makers. Peabody's focus on learning differences has helped to define the College, as has a reputation for empirical rigor in teaching and learning; educational neuroscience; child, family, and community development; special education; the learning sciences; and educational leadership and policy. Peabody College is devoted to creating opportunity in an increasingly diverse society and to solving large societal problems. Peabody College has consistently been ranked in the top ten education schools by US News and World Report.
Duties and Responsibilities
Develop budgets in accordance with sponsor and/or Vanderbilt guidelines and expense factors (percentages of salaries, fringe costs, indirect costs, tuition costs, etc.).
Review and approve VERA-submitted grant proposals for externally-funded projects.
Be knowledgeable about and effectively communicate, when needed, regulations associated with all externally-funded projects--such as Uniform Guidance, specific regulations, and terms and conditions of contracts for the Department of Education, National Science Foundation, etc.
Review and approve requests for expenses to be charged to externally-funded projects--ensuring that expenses are 1) allowable under the terms of the externally-funded grant or contract and Vanderbilt's policies and procedures 2) allocated to the appropriate project number and expenditure type 3) within the budgetary constraints of the project number to which the expenses are to be charged.
Process subject participant payments for IRB-approved projects and process expense reports to clear these costs/expenses in a timely manner.
Conduct monthly financial reviews--ensuring that all expenses that post to the externally-funded or internally-funded project number are allowable and appropriate, have required supporting documentation, and are consistent with the budgetary or contractual guidelines and limitations.
Prepare and submit cost transfers, when needed, to remove, transfer, and correctly allocate expenses.
Follow up on outstanding or missing invoices to ensure prompt payments to vendors.
Work with Principal Investigators to ensure that Scopes of Work for subcontracts/subawards are accurate, providing required documentation to Sponsored Programs Administration in order for that office to timely issue and execute subcontracts/subawards.
Review and approve VERA proposals for subcontracts/subawards flowing from Vanderbilt University Medical Center to Vanderbilt University.
Maintain the role of procurement requestor, necessary for processing subcontracts/subawards.
Review, monitor, and approve subcontract/subaward invoices--when needed, inquiring about expenses that are unclear or appear to be unallowable.
Collaborate with the Peabody Research Office, as needed, on pre-award requests (salaries for proposal purposes, current and pending information, other support, etc.).
Monitor the end dates for externally-funded and internally-funded projects-ensuring that no-cost extensions are requested when necessary, close-out memoranda are prepared when necessary, new award funds are received and processed, etc.
Monitor due dates for progress reports and financial reports. Provide guidance to and develop content for Principal Investigators to satisfy reporting requirements surrounding these milestones.
Budget and Expense Management:
Proactively work with Principal Investigators to ensure that effort changes are processed in a timely manner. When effort change adjustments are required, process and submit cost transfer memoranda and retroactive cost transfer worksheets as quickly as possible (the goal is to process prior to 90 days of the effort change occurring). These items should be submitted to the Peabody Dean's Office for review and approval. Retroactive adjustments should be rare.
On a monthly basis or more frequent basis, when needed, monitor the expenses against the budgets for externally-funded and internally-funded projects. Alert the Principal Investigators, when needed, of needed expense adjustments. Provide the Principal Investigators of needed expenditure modifications to ensure project compliance and fiscal integrity.
Department Management and Compliance:
Be knowledgeable of all Vanderbilt, Peabody College, and departmental policies and procedures such that in the absence of the Administrative Officer departmental, Peabody College, and Vanderbilt needs and inquiries can be appropriately addressed.
Bachelor's degree and 3 years of experience are necessary.
The most competitive candidates should have a Master's degree in Accounting, Business Administration, or Public Administration with grant-related and contract-related experience.
Must have substantial grant management experience, preferably in Higher Education.
Must be able to work effectively with multiple constituencies. Must have outstanding communication skills.
Must be able to prioritize, multi-task, and meet deadlines.
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. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.
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.
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.
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