Grants Specialist

Grants Specialist

The Grants Specialist assists faculty with the preparation and submission of grant proposals, budget development, annual and progress reporting, and the financial administration of sponsored awards. Reporting directly to the Grants Manager, this position collaborates closely with faculty, staff, students, external collaborators, and sponsoring agencies to support the full lifecycle of sponsored research activities.

The Grants Specialist is responsible for a broad range of post-award activities for an extensive portfolio of faculty awards, including financial forecasting, reporting, labor costing, effort management, and serving as the primary financial and administrative contact for assigned faculty. The position also supports pre-award activities, including proposal preparation, budget development, proposal system entry, subcontract administration, and other sponsored research functions as needed.

To maintain best practices and current knowledge of institutional and sponsor requirements, the Grants Specialist is expected to participate in training opportunities provided by Sponsored Programs Administration, the College of Arts and Science Research Office, and the Department of Psychology.

About the Work Unit

The internationally renowned Department of Psychology is home to award-winning faculty who are distinguished scholars in their respective fields and are dedicated to providing world-class education and training to undergraduate and graduate students. While the department's curriculum encompasses all major sub-disciplines of psychology, faculty research is primarily focused in three areas: Clinical Science, Cognition and Cognitive Neuroscience, and Neuroscience.

Key Functions and Responsibilities

Pre-Award Administration

• Assist faculty in the preparation and submission of grant proposals, contracts, and other sponsored research applications in compliance with sponsor, university, and federal guidelines.
• Collaborate with Principal Investigators (PIs), Sponsored Programs Administration, and other stakeholders throughout the proposal development process to ensure accurate and timely submissions.
• Prepare, assemble, and review proposal materials prior to submission.
• Develop and enter proposal budgets and supporting documentation into institutional and sponsor submission systems.
• Coordinate with internal departments and external organizations to facilitate proposal development and submission activities.
• Provide biosketches, Other Support documentation, and related materials to collaborating institutions and departments as requested.
• Monitor and support active subcontracts and other pre-award administrative requirements.

Post-Award Administration

• Serve as the primary financial and administrative contact for assigned faculty and sponsored projects.
• Review and discuss project budgets with PIs, including personnel costs, effort allocations, and overall expenditures, ensuring alignment with sponsor requirements and departmental guidelines.
• Prepare and distribute financial reports and budget analyses to faculty and departmental leadership on a regular basis.
• Complete monthly financial forecasting and projections for assigned sponsored projects, ensuring forecasts reflect current and anticipated expenditures.
• Monitor project expenditures and labor allocations to ensure compliance with sponsor, university, and departmental requirements.
• Complete labor costing activities for departmental personnel and process updates as staffing and funding allocations change.
• Prepare project number requests, interim funding requests, project extensions, and other award-related administrative actions.
• Maintain active and pending Other Support documentation for assigned faculty.
• Support the preparation and submission of Research Performance Progress Reports (RPPRs) and other sponsor-required progress reports.
• Gather effort reports, subcontractor documentation, and other required materials for progress reporting.
• Assist PIs with completing and submitting progress reports through sponsor systems, including eRA Commons and other electronic research administration platforms.
• Collect and submit documentation necessary for contractor setup and payment processing.
• Assist with departmental effort certification activities.

Departmental and Administrative Support

• Manage the department's SONA system for human subject participation.
• Provide operational support to the Grants Manager and serve as backup during periods of absence.
• Perform other related duties and special projects as assigned.

Supervisory Relationships

This position has no supervisory responsibilities and reports administratively and functionally to the Grants Manager.

Education and Certifications

• A high school diploma or GED and two to three years of relevant experience are required.
• An associate degree or bachelor's degree from an accredited institution of higher education is preferred.

Experience and Skills

• Demonstrated attention to detail and strong organizational, analytical, and problem-solving skills.
• Excellent oral and written communication skills, with the ability to interact effectively with a wide range of stakeholders.
• Strong interpersonal skills and a commitment to providing high-quality customer service.
• Proven ability to manage multiple priorities in a fast-paced environment while meeting critical deadlines.
• Proficiency with Microsoft Office Suite, including advanced Excel skills.
• Experience developing, monitoring, and reconciling budgets.
• Experience supporting sponsored research administration, grants management, or related financial activities is preferred.
• Demonstrated ability to work independently while contributing effectively within a collaborative team environment.
• Experience working in higher education, academic research, or a comparable environment is strongly preferred.

Required Skills

• Account Analysis
• Balancing (Ledger/Billing)
• Budgeting
• Contract Compliance
• Customer Support
• Data Reporting
• Grant Management
• Regulatory Compliance
• Risk Management
• Standard Accounting Practices

About Us

At Vanderbilt University, our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of "America's Best Large Employers" as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

Job Info

• Job Identification 10008482
• Posting Date 06/23/2026, 06:51 PM
• Locations Nashville, TN, United States (Hybrid)
• Job Schedule Full time
• Job Shift Day
• Job Category Financial Operations
• Job Function Grants
• Management Level Service & Support 2