Program Manager

Program Manager For Operations And Strategy

The Program Manager for Operations and Strategy supports the Office of the Vice Provost for Graduate Education and Growth Initiatives with oversight over internal awards for graduate education, responsibility for advancing opportunities for external funding, and responsibility for general project management across the breadth of the Vice Provost's portfolio. This individual also serves as the Coordinating Official for the National Science Foundation Graduate Research Fellowship Program (NSF GRFP).

The Graduate School offers a variety of competitive funding opportunities for graduate and doctoral students to advance their scholarship and research. Internal funding opportunities currently include the Lacy Fischer Interdisciplinary Research Awards, the Dissertation Enhancement Grant (DEG), the Professional Development and Training Grant (DEG), the Candidacy Student Success Supplement (CSSS), and the Graduate School Travel Grant to Present Research. The Program Manager will manage these awards, disburse the funding, evaluate outcomes, and serve as the primary point of contact for the Graduate School community on internal awards offered by the Graduate School.

In addition, the Program Manager will support the Vice Provost for Graduate Education and Growth Initiatives in the submission of applications for external funding to advance the unit's mission. The Program Manager will manage the application process, draft content, prepare budgets, and submit applications ensuring compliance with university and sponsor policies and guidelines. As part of this responsibility, the Program Manager will be the institution's Coordinating Official for the NSF GRFP, which provides funding to exceptional graduate students pursuing full-time, research-based masters and doctoral degrees in science, technology, engineering or math (STEM), including education.

The ideal candidate for this role will also have the willingness and capability to use Vanderbilt-approved AI models to increase their effectiveness and efficiency.

About the Work Unit: The Vice Provost for Graduate Education and Growth Initiatives leads a portfolio of academic strategic growth initiatives for graduate and professional students, serves as the Dean of the Graduate School, and oversees the Office of Postdoctoral Affairs (OPA). The mission of the Graduate School at Vanderbilt University is to promote excellence in research, scholarship, and creative expression such that graduate students and postdoctoral trainees are optimally prepared for successful careers in academia, industry, and related fields. Together, the Graduate School and OPA recruit the most promising pre- and postdoctoral scholars and create a stimulating environment that fosters intellectual growth and development.

Vanderbilt's campus network is a growing ecosystem of campuses and strategic initiatives designed to extend the university's impact beyond Nashville, and includes Vanderbilt University – New York City, Vanderbilt University – West Palm Beach, Vanderbilt University – San Francisco, and Vanderbilt University – Quantum Campus. The Office of the Vice Provost for Graduate Education and Growth Initiatives works to design academic programming and opportunities for graduate and professional students across this growing ecosystem.

Key Functions and Expected Performance:

Internal Awards Management

• Manage the disbursement of competitive funding mechanisms, awards, and limited submission-opportunities (LSOs) for graduate and doctoral students.
• Communicate calls for applications with students, faculty, and university leadership through direct correspondence and by maintaining an updated website presence.
• Manage the award review process by developing faculty and staff review committees and creating and administering review rubrics.
• Manage the award disbursement process by working closely with the Office of Finance to ensure financial policies are met, disbursing award funding, and closely tracking the budget.
• Respond to questions from students, staff, and faculty about the internal awards program.
• Working with the Senior Data Analyst, evaluate program outcomes.
• Maintain superior records of all award applications and disbursements to ensure compliance.

External Awards Management

• Prepare and assemble grant proposals/contracts on behalf of the Vice Provost for Graduate Education and Growth Initiatives in compliance with sponsor, University, and federal guidelines and deadlines.
• Prepare budgets within internal and external grant submission systems ensuring budget items are accurate and compliant with applicable guidelines and regulations.
• Serve as the Coordinating Official (CO) for the National Science Foundation Graduate Research Fellowship Program (GRFP), including:
• Acting as the primary point of contact for NSF fellows, NSF officials, and University faculty and staff;
• Coordinating and managing Cost of Education (COE) funds;
• Working with department coordinators regarding departmental financial obligations;
• Monitoring fellowship enrollment statuses and maintaining the fellow roster;
• Submitting reports to the NSF through the NSF-GRFP dashboard; and
• Coordinating with the Office of Research Finance regarding annual financial reports.
• Attend trainings offered by the University regarding sponsored projects.
• Utilize university-affiliated platforms to submit grant proposals.

General Project Management

• Provide superior project tracking support across the breadth of the Vice Provost's portfolio utilizing Gantt charts, timelines, and relevant project management software tools.
• Produce executive-level presentations, memoranda, and communications reflecting project updates and status.
• Liaise closely with other internal units to ensure cross-functional collaboration and alignment.
• Assist in the development of metrics to track and evaluate projects and progress.

Supervisory Relationships: This position reports to the Executive Director of Operations and Strategy but will work closely with the Vice Provost for Graduate Education and Growth Initiatives, who serves as the Principal Investigator (PI) for the NSF GRFP. The Program Manager does not have supervisory responsibilities.

Education and Certifications:

• A bachelor's degree from an accredited institution of higher education is necessary.
• A master's degree from an accredited institution of higher education is preferred.

Experience and Skills:

• At least three years of related work experience is preferred, including in either pre- and post-award management (both federal and non-federal) or internal awards management in higher education or for a non-profit organization; a combination of education and experience may be considered.
• Outstanding organizational skills, including ability to prioritize, and carry out multiple assignments independently and in a timely fashion is necessary.
• Strong experience with project management tools, processes, and reporting is necessary.
• Ability to balance the diverse needs of the job and its various constituents (prospective students, current students, alumni, faculty, and staff) is necessary.
• Outstanding verbal and written communication skills are necessary.
• Demonstrated ability to make administrative/procedural decisions and judgments is necessary.
• Ability to work in, and appreciate a highly productive, change oriented, and research oriented academic community is necessary.
• Previous administrative experience in an institution of higher education is preferred.
• Experience managing grants and contracts is preferred.
• Proficiency in Microsoft Excel is required.
• Ability to utilize AI to create administrative efficiencies and ensure effectiveness is required.

Required Skills

• Accreditation Processes and Standards - VU
• Community Building - VU
• Educational Technologies - VU
• Event Management - VU
• Event Planning - VU
• Program Development - VU
• Program Evaluation - VU
• Program Management - VU
• Project Management - VU
• Stakeholder Communications - VU
• Student Information Systems - VU

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.