Training Grant Specialist @ Vanderbilt University

May 23, 2022

The Office of Biomedical Research Education & Training (BRET) seeks to hire a Training Grant Specialist to assist Senior Grants Manager in conjunction with faculty to prepare and assemble grant proposals/contracts in compliance with sponsor, university, and federal guidelines and deadlines. The selected individual will interact with other departments and agencies to facilitate the development, submission, and administration of grant proposals, as well as monitor terms and agreements of grant awards for compliance.

The BRET Office supports and coordinates graduate education, postdoctoral training, minority affairs, career development, and educational technology initiatives for the Vanderbilt biomedical research community. Within the BRET Office are the Office of Career Development ASPIRE Program, the Office of Outcomes Analysis, and all aspects of the admissions processes for graduate programs in the biomedical sciences including the Interdisciplinary Graduate Program and the Quantitative & Chemical Biology Program.

Duties and Responsibilities

Assist the Senior Grants Managers and faculty in preparing and assembling grant applications in compliance with sponsor, university, and federal guidelines and deadlines.

  • Process appointments, reappointments, and terminations of trainees/fellows via xTrain within the NIH eRA Commons system
  • Manage trainee/fellows’ publications in MyNCBI
  • Maintain and assemble training grants tables via xTRACT within the NIH eRA Commons system and through the use of Microsoft Office (Excel) for the Research Performance Progress Reports (RPPRs) and applications
  • Prepare, format, and maintain data tables, updating as appropriate with sponsors’ formats for compliance and grant submission
  • Maintain, update, and organize web-based "Common Submission Materials" (boilerplates) required for all training grant and fellowship applications

Interact with other departments and agencies to facilitate the development, submission, and administration of grant proposals.

  • Procure and prepare materials for new and competing renewals including biosketches, Other Support (OS), payback agreements, trainee/fellow updates, and boilerplate text
  • Responsible for assembling RPPR reports including budgets to SPA and/or Office of Contract and Grant Accounting (OCGA) for review and final submission
  • Use effective methods to track current and former trainees/fellows for compliance with sponsor agencies
  • Process fellowship progress reports and terminations on an annual basis and five-year competing renewals, while keeping an updated record of all fellowships via Microsoft Office (Excel)
  • Procures all required documents to request and update IRB/IACUC protocols in compliance with sponsor agencies and institution

Independently manage budget responsibilities for grants.

  • Reviews budget details including personnel, effort allocated and overall expenses, ensuring consistency with DOF criteria
  • Prepares contracts/subawards agreements and submits to departments/PIs for approval
  • Prepares progress reports with PIs and financial closeout with OCGA on an annual basis and five-year competing renewals
  • Attends all training offered by the Dean's Office as well as reading online/published materials (i.e.: NIH online updates)

Monitor terms and agreements of grant awards for compliance.

  • Review in a timely manner all contracts/subaward agreements for annual renewals
  • Assist PI with RPPR submission procedures ensuring accuracy of all reporting information
  • Review all active protocols monthly ensuring all are current with institutional offices

Manage Budget for Program

  • Monitor, verify and reconcile expenditures
  • Work with OCGA and finance office to submit annual financial report (FFR)
  • Ensure tuition, stipends, Benefit Action Form (BAF) and Graduate Action Form (GAF) for all trainees/fellows are submitted in a timely manner to AO/financial manager and/or HCM team for appropriate payments

Manage Program Activities

  • Coordinate application, interview, and recruitment process (nominations) according to program guidelines
  • Resolve problems and answer inquiries concerning program activities
  • Manage logistics for open houses, retreats, and NIH site visit activities; including weekly seminars, monthly meetings, bi-annual workshops, and other as requested by the Grants Administrator/PIs
  • Schedule rooms, draft agendas, and purchase/prepare materials and handouts for meetings and events


  • A Bachelor’s degree from an accredited institution of higher education, or the equivalent in experience, is required
  • Pre and post award grant experience preferred
  • Demonstrated strong analytical skills, initiative & strategic thinking is required
  • Evidence of problem-solving skills and critical thinking is required
  • Excellent interpersonal communication and writing skills is required
  • Demonstrated ability to prepare and monitor budgets is required
  • Experience of Federal sponsor systems, including era Commons & Fastlane, strongly preferred
  • One year experience working with other Vanderbilt University systems, including Oracle Business Intelligence, strongly preferred
  • Professional experience working in higher education is preferred
  • Proven ability to work independently and in teams is necessary
  • Strong written and verbal communications skills are necessary
  • Excellent judgment and strong proofreading skills are required
  • Excellent interpersonal skills are required
  • Proficiency with Microsoft Office (including Word, Excel, Publisher, Outlook) is required
  • Willingness to work independently as well as collaboratively is required
  • The ability to handle multiple projects and deadlines simultaneously is required
  • Willing to take direction
  • Ability to work outside of normal business hours if needed
  • Perform other relevant duties as assigned


Read more and apply here.