Senior Program Manager for the Vanderbilt Center of Critical Illness, Brain Dysfunction, and Survivorship (CIBS)
The Senior Program Manager for the Vanderbilt Center of Critical Illness, Brain Dysfunction, and Survivorship (CIBS) will provide leadership for the creation, coordination, execution, and growth or evolution of complex programs within the Center. Some key responsibilities would include the development of program plans, and the goals and objectives for the same in collaboration with program and area leadership.
The Senior Program Manager will communicate on behalf of the Center and its leadership with collaborating Department and with Regulatory Agencies to maximize information sharing around progress, needs, interdependencies and accomplishments. In particular, the candidate will work closely with the Principal Investigators (PIs) and other members of the Center, and serve as the Center representative to the corresponding VUMC Departmental Administrative Officers (e.g., Medicine, Anesthesiology, Surgery, Psychiatry, Emergency Medicine, Neurology), the Office of Grants and Contracts, and Office of Sponsored Programs, and regulatory agencies such as the National Institute of Health (NIH), Institutional Review Board (IRB) and the US Food and Drug Administration (FDA).
The Senior Program Manager will also provide professional and/or technical leadership in the execution of day-to-day program activities and be responsible for the managing of pre-award and post-award activities for all extramural and intramural sources (grant manager role). In addition, the Senior Program Manager will carry out administrative and regulatory activities for existing funded projects (project manager role). Pre-award activities include assisting faculty/PI in the preparation and submission of grant applications and contract proposals. Post-award activities include reconciliation of assigned project budgets, preparing budget reports, preparing adjustments and corrections in assigned project budgets, renewal of subcontracts, regulatory monitoring of study sites, ordering and tracking study supplies, and payments of study site invoices. Project management responsibilities for each project include submissions to the IRB, assisting PIs in obtaining FDA INDs, submitting reports to the IRB, FDA and NIH and other regulatory bodies as required by studies.
The responsibilities listed are a general overview of the position and additional duties may be assigned.
A. Program management role (~40% projected effort)
1. Planning, organizing, and managing resources to bring about the successful completion of specific program goals and objectives of the CIBS Center.
2. Communicate on behalf of the Center and its leadership with collaborating Department and with Regulatory Agencies
3. Monitors costs, expenses and revenue in relation to budgeted amounts.
4. Develops systematic processes of checking to see whether a process or service is meeting specific quality requirements.
5. Identifies, analyzes and improves upon existing business processes for optimization and to meet standards of quality.
6. Mentors other administrative staff in the Center
B. Grant Manager Role (~30% projected effort)
1. Manage portfolio with past, present, and future projections of all extramural federal (e.g., NIH, AHRQ, CDC, DoD), extramural non-federal (e.g., PCORI, societal), Industry-sponsored grants, philanthropic sources, international sources, and/or intramural support for the Center
2. Develop study budgets and budget justification with PI/Departmental Grants Administrator
3. Prepare, coordinate, and review certain grant proposal elements (biosketches and facilities & resources, letters of support etc.) for consistency, accuracy, and completeness
4. Assist PI/Departmental Grants Administrator in preparation, and submission of all grants, contracts, and proposals
5. Serve as liaison with appropriate department personnel to manage study budgets, including understanding of the current fiscal performance of studies and identifying areas of concern that need resolution. Advise PI on budget adjustments and necessary revisions
6. Serve as liaison with appropriate department personnel to prepare, manage, and renew study subcontracts
7. Build budget reports for review with PI/Departmental administrators
8. Monitor and determine appropriate charging of patient care expenses to the study fund codes, including invoices from other study sites
9. Regulatory monitoring of study sites
10. Ordering and tracking study supplies
11. Closeout financials of all funded projects
12. Track and manage effort allocation and reallocations appropriately for individuals compensated whole or in part from federal awards
13. Submits reports to the Departmental/Divisional Administrator/Business Manager when requested
C. Project Manager (~30% projected effort)
1. Submit IRB applications for project protocols of the Center
2. Submit amendments and continuing review reports to IRB for all Center projects, as applicable
3. Responsible for submissions of FDA and NIH annual reports
4. Ordering, tracking and maintaining a database (when applicable) of study related supplies
Required Qualifications at this Level
This work requires communications, and analytical and organizational skills acquired through completion of a Bachelor's Degree program and ideally, a Masters in Business Administration. Prior federal grants management role is mandatory, preferably at a University and/or Academic Medical Center or Health System in the role of a Grants Administrator Officer, equivalent, or higher.
>3 years of experience in a field directly related to the specific position would be expected
- Ability to skillfully and efficiently communicate both verbally and in writing with all levels of the organization via formal and informal reports
- Ability to self-manage and prioritize multiple projects/tasks simultaneously
- Ability to analyze data and formulate conclusions
- Ability to learn changing technologies related to grants and contracts management
- Proficient use of computers; requires advanced working knowledge of MS Office Suite (Word, Access, Excel, Power Point)
- Knowledge of local and national rules and regulations relating to research grant and/or contract activity
- Understand and be able to apply rules to management of effort allocation for individuals compensated whole or in part from federal awards.
- Understand and be able to apply costing rules and regulations to federally funded projects.
- Understand financial processes and controls including the reconciliation process
- Experience working with COEUS Electronic Research Administration Software and its interface with Grants.gov
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.Vanderbilt University Hospital and the Monroe Carell Jr. Children’s Hospital at Vanderbilt are recognized again this year by U.S. News & World Report’s Best Hospitals as among the nation’s best with 18 nationally ranked specialties. Vanderbilt University Medical Center is world renowned because of the innovation, work ethic and collegiality of its employees. From our health care advances to our compassionate care, Vanderbilt owes its accomplishments and reputation to staff and faculty who bring skill and drive and innovation to the medical center day after day. World-leading academic departments and comprehensive centers of excellence pursue scientific discoveries and transformational educational and clinical advances across the entire spectrum of health and disease.As th...e largest employer in middle Tennessee, we welcome those who are interested in ongoing development in a caring, culturally sensitive and professional atmosphere. Most of us spend so much of our lives at work, we want to be part of maintaining a workplace in which people support one another and encourage reaching for excellence. Many high-achieving employees stay at Vanderbilt because of the professional growth they experience and because of their appreciation of Vanderbilt’s benefits, public events and discussions, athletic opportunities, beautiful setting and, above all, sense of community and purpose.Vanderbilt and its employees share a set of mutual expectations that have been created with productivity, legality, fairness and safety always in mind. We believe that our investment in training and compensating employees multiplies in value when we enable individuals to deliver their best performance for the benefit of us all.