Administrative Officer, Pre-Award, Pod 3 Basic Sciences, Hybrid
Full Time
Nashville, TN 37232
Posted
Job description
The Administrative Officer Pre-award role is part of the Pod 3 Basic Science Research Group at Vanderbilt University and is a key individual responsible for pre-award and grant activities within the Pod. This position supports the faculty and staff of Pod 3 Basic Science Research. Reporting directly to the Assistant Dean.
B asic Science Research Administrative Pod 3 is a group of professionals who provide administrative support to the following departments, centers and institutes: Molecular Physiology and Biophysics Department, Pharmacology Department, Warren Center for Drug Discovery, Vanderbilt Center for Addiction Research, Center for Quantitative Systems Biology, Program in Cancer Biology and Neuroscience. Pod 3 is comprised of three teams, each with expertise focused in one of the following areas: pre-award, post-award, and procurement.
Duties and Responsibilities:
- Manage pre-award office
- Serve as the team leader for the pre-award team. Supervise and manage workloads of grants managers.
- Review and approve the grant submissions of the other grants managers.
- Represent the pre-award office both internally and externally, resolving conflicts and making decisions.
- Provide reports to Assistant Dean as needed.
- Project implementation/maintenance
- Develop strategic initiatives that improve processes and improve efficiency.
- Find solutions to difficult and complex problems.
- Maintain existing plans to achieve defined departmental goals and objectives
- Maintain and edit existing databases, office functions and procedures, etc.
- Compiling data, conducting research assignments, and summarizing findings according to general instruction provided by supervisor
- Analyzing and reporting findings relating to pre-award operations
- Assist as assigned with completion of various periodic and annual departmental projects and functions, including fiscal-based start-up and close-out deadlines.
- Partner with Assistant Dean on operational efficiencies within the Pod.
- Supervising work of other team members
- Monitor and review work product of other grants managers
- Train grants managers on process, procedures, and industry standards.
- Coach grant managers on practice and work efficiencies.
- Independently prepare and assemble grants proposals/contracts in compliance with sponsor, University, and federal guidelines and strict deadlines in coordination with applicants including faculty, research fellows, and students.
- Conduct extensive monitoring of requirements, deadlines, and time management for responses to Program announcements/R.F.A.’s or general application submissions in a proactive manner. Assist with multiple applications for multiple applicants and departments under absolute, unwavering agency and internal deadlines.
- Work and train in a collaborative manner with the Principal Investigator (P.I.), other collaborative research institutions; and in conjunction with the Sponsored Programs Administration grants and contracts office, throughout the application process to achieve a professional document for submission.
- Responsible for routing and obtaining appropriate signatures, both physical/paper and electronically routed as required from PI, Key Personnel and other department or outside institutions and agencies.
- Assist P.I. and supervisor to assemble application prior to submission and insure timely submission.
- Independently prepare draft budgetary allocations through grant application year and periods for applications.
- Estimate budgets based on spending historical spending trends and existing forecasting models from various shared databases.
- Present, edit, and finalize recommended budget for next grant application year with P.I. and central offices.
- Review budgeted direct cost items for uniform guidance and other agency, industry, or foreign government guidelines for accuracy, accountability, reasonableness, and consistency.
- Interact with peers within other departments and agencies to facilitate the development, submission, and administration of grant proposals.
- Work in a collaborative manner with the P.I. and the central offices throughout the application process to achieve a professional document for submission.
- Responsible for the tracking and receiving back confirmation of submitted application and status.
- Provide or facilitate to outside departments requests for biosketches, other support, budgets, inter- and intra-departmental contracts, and other ancillary data in a timely fashion.
- Responsible for getting non-competing applications or reports to Sponsored Programs Administration and/or Research Finance for review and final submission.
- Responsible for insuring accurate data flow from Pre-award team to Post-award and HR teams.
- Assist with and manage budget responsibilities for grants.
- Works in conjunction with pre-award team on new, competing or revised grant applications in preparing initial and extended budgets, including F&A calculation.
- Reviews budget details with PI, including personnel, effort allocated and overall expenses, ensuring consistency with agency regulations and Research Finance guidelines.
- Coordinate with post-award team to ensure awards and budget adjustments are recorded properly.
- Serves as a resource for the department or division and has an in-depth and broad knowledge of the grants landscape.
- Monitor agency announcements for funding opportunities available to faculty, research fellows, and students specific to those groups.
- Keeps abreast of new/updated agency policies, procedures, deadlines and timeframes of new initiatives and coordinates communication across the supported departments.
- Attends all necessary training offered by the Sponsored Programs Administration and/or Research Finance in addition to monitoring online/published applicable materials (i.e.: NCURA newsletter, NIH online updates, DOD announcements, internal Vanderbilt guidelines).
- Keeps team and PIs informed of any material changes in policies/procedures from agencies or central offices.
- Provide PI information on obtaining forms and/or websites for submitting: New Animal or IRB protocol requests (NOI), Annual Surveillance Forms, Rebudgeting or No-Cost-Extensions, etc.
Qualifications
- A Bachelor’s degree or equivalent experience is required
- At least five years of relevant experience is necessary. Additional related experience may substitute for required education.
- Strong interpersonal and communication skills and the ability to work collaboratively with a wide range of constituencies in a diverse community is strongly preferred.
- Skill in organizing resources and establishing priorities is strongly preferred.
- Vanderbilt experience is preferred.
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.
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