A Sponsored Programs Specialist is part of the Office of Sponsored Programs (OSP) service delivery team whose mission is to provide the best possible customer service to the VUMC research community. This position will work in a high-volume, fast-paced, and dynamic team environment assisting in achieving departmental goals by providing various proposals and award services support to an assigned portfolio with duties of a complex and confidential nature.
Sponsored Programs Specialist (SPS) supports an assigned departmental portfolio of faculty/fellow researchers (PIs) and staff with the administration of pre-award and awards management tasks, with a focus on customer service .
The SPS's duties include, but are not limited to; review of proposals and awards for compliance with VUMC and sponsor policies. The SPS collaborates with departmental staff and faculty as well as with sponsoring agencies to provide updated information on requests of applications or awards such as just-in-time, prior approvals, no-cost-extensions, re-budget requests and other supplemental material. He or she provides advice and guidance to researchers and administrators on the application of grant funding policies, regulations, and procedures and serves as liaison between the department and funding agencies on various issues pertaining to proposals, awards, and /or budgets. The SPS maintains specialized databases and systems for recording and tracking grant proposals, awards, and related metric information. The SPS contributes to and supports a team environment.
Reviews grant proposals in line with sponsor submission guidelines ensuring compliance with both internal and external requirements.
Assist departmental staff involved in grants administration by serving as a subject matter expert, interpreting and providing guidance on VUMC policies and sponsor regulations.
Develop and maintain a thorough understanding of Federal Circulars and applicable sponsor updates to the administration of each award.
Independently keep abreast of changes or updates in sponsored project terms and conditions and VUMC policies and procedures as they relate to establishment/maintenance of the sponsored project.
Accept sponsored research awards (NGA's), which includes performing detailed, thorough review and analysis of executed award documents, interpreting sponsor terms/conditions and distributes award documents to PI, Departmental Administrator and responsible post award central office individual.
Review and approve restricted budgets related to sponsored projects.
Serve as liaison/customer service representative between departmental staff, faculty and the sponsor for inquiries and modification/prior approval requests.
Contributes in providing OSP resources to help faculty and staff with proposal and award management activities. (i.e. OSP blog communications, website material and updates, checklists, insights to best practice, focused staff training)
Regularly review award files for closeout and follow up on outstanding items with departmental personnel and faculty to ensure that all award requirements are met.
Other duties as required.
Must be organized
Excellent written and oral communication skills are critical
Demonstrated ability to work both as a member of a team and independently
Demonstrated ability to work under the pressure of hard deadlines and competing priorities
Customer service accountability is key
Proficient and excellent knowledge of commonly used software packages (i.e., Microsoft Word, Excel, PowerPoint, Adobe and email programs)
Must have the ability to learn in detail sponsor specific electronic grants management systems (i.e., grants.gov, eBRAP, NIH eRA Commons and ASSIST, NSF Fastlane) in addition to VUMC specific ERA systems (Coeus, PEER, eDiscovery, ARIES)
Must have knowledge of federal regulations and non-federal agency practices governing sponsored research
Independently identifies and provides ad hoc problem solving
Vanderbilt University Medical Center is home to Vanderbilt University Hospital, The Monroe Carell Jr. Children’s Hospital at Vanderbilt, the Vanderbilt Psychiatric Hospital and the Vanderbilt Stallworth Rehabilitation Hospital. These hospitals experienced more than 61,000 inpatient admissions during fiscal year 2015. Vanderbilt’s adult and pediatric clinics treated nearly 2 million patients during this same period.
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