Head of Programme Management

The Program Manager for Operations and Strategy supports the Office of the Vice Provost for GraduateEducation and Growth Initiatives with oversight over internal awards for graduate education,responsibility for advancing opportunities for external funding, and responsibility for general projectmanagement across the breadth of the Vice Provost’s portfolio. This individual also serves as theCoordinating Official for the National Science Foundation Graduate Research Fellowship Program (NSFGRFP).The Graduate School offers a variety of competitive funding opportunities for graduate and doctoralstudents to advance their scholarship and research. Internal funding opportunities currently include theLacy Fischer Interdisciplinary Research Awards, the Dissertation Enhancement Grant (DEG), theProfessional Development and Training Grant (DEG), the Candidacy Student Success Supplement(CSSS), and the Graduate School Travel Grant to Present Research. The Program Manager will managethese awards, disburse the funding, evaluate outcomes, and serve as the primary point of contact for theGraduate School community on internal awards offered by the Graduate School.In addition, the Program Manager will support the Vice Provost for Graduate Education and GrowthInitiatives in the submission of applications for external funding to advance the unit’s mission. TheProgram Manager will manage the application process, draft content, prepare budgets, and submitapplications ensuring compliance with university and sponsor policies and guidelines. As part of thisresponsibility, 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 anddoctoral degrees in science, technology, engineering or math (STEM), including education.About the Work Unit:The Vice Provost for Graduate Education and Growth Initiatives leads a portfolio of academic strategicgrowth 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 VanderbiltUniversity is to promote excellence in research, scholarship, and creative expression such that graduatestudents 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 postdoctoralscholars 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 toextend the university’s impact beyond Nashville, and includes Vanderbilt University - New York City,Vanderbilt University - West Palm Beach, Vanderbilt University - San Francisco, and VanderbiltUniversity - Quantum Campus. The Office of the Vice Provost for Graduate Education and GrowthInitiatives works to design academic programming and opportunities for graduate and professionalstudents across this growing ecosystem.Key Functions and Expected Performance:Internal Awards ManagementManage 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 leadershipthrough direct correspondence and by maintaining an updated website presence.Manage the award review process by developing faculty and staff review committees andcreating and administering review rubrics.Manage the award disbursement process by working closely with the Office of Finance toensure financial policies are met, disbursing award funding, and closely tracking thebudget.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 ManagementPrepare and assemble grant proposals/contracts on behalf of the Vice Provost forGraduate Education and Growth Initiatives in compliance with sponsor, University, andfederal guidelines and deadlines.Prepare budgets within internal and external grant submission systems ensuring budgetitems are accurate and compliant with applicable guidelines and regulations.Serve as the Coordinating Official (CO) for the National Science Foundation GraduateResearch Fellowship Program (GRFP), including:Acting as the primary point of contact for NSF fellows, NSF officials, and University facultyand 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;andCoordinating 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 ManagementProvide superior project tracking support across the breadth of the Vice Provost’s portfolioutilizing Gantt charts, timelines, and relevant project management software tools.Produce executive-level presentations, memoranda, and communications reflectingproject updates and status.Liaise closely with other internal units to ensure cross-functional collaboration andalignment.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 theVice Provost for Graduate Education and Growth Initiatives, who serves as the Principal Investigator (PI)for the NSF GRFP. Education and Certifications:A bachelor’s degree from an accredited institution of higher education is necessary.Experience and Skills:At least three years of related work experience is preferred, including in either pre- and post-awardmanagement (both federal and non-federal) or internal awards management in higher education orfor a non-profit organization; 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.Demonstrated ability to make administrative/procedural decisions and judgments is necessary.Ability to work in, and appreciate a highly productive, change oriented, and research orientedacademic 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.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. 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.