Administrative Assistant III

Vanderbilt University Tennessee , IL 62374

Posted 2 weeks ago

About the Role:

The Administrative Assistant III will provide assistance to the Grants Manager that is responsible for assisting faculty in preparing and assembling grants proposals/contracts in compliance with sponsor, University, and federal guidelines and deadlines. This position will interact with other departments and agencies to assistant facilitating the development, submission, and administration of grant proposals. This position will also provide assistance with managing budget responsibilities for grants and monitors terms and agreements of grant awards for compliance.

About the Work Unit:

With a genealogy dating to a one-room Nashville schoolhouse in 1785, Peabody College today is a world-class college of education and human development. Our mission is to enhance the human condition, with a particular focus on children's learning and development.

We do this as we always have, through the preparation of teachers and leaders; through cycles of research, implementation, and refinement; through service to families, schools, and communities; and through external engagement with professionals, leaders, and policy-makers. Peabody's focus on learning differences has helped to define the college, as has a reputation for empirical rigor in educational neuroscience; child, family, and community development; special education; the learning sciences; and educational leadership and policy. Peabody is devoted to creating opportunity in an increasingly diverse society and to solving large societal problems.

Peabody has consistently been ranked in the top ten education schools by US News and World Report. With 18 professional and 5 PhD programs, our annual enrollment is approximately 1,000, almost half of whom are recruited each year.

Duties, Responsibilities, and Expected Outcomes:

  • Develop budgets in accordance with sponsor and/or Vanderbilt guidelines and expense factors (percentages of salaries, fringe costs, indirect costs, tuition costs, etc.). Develop, review and approve COEUS-submitted grant proposals for externally-funded projects.

  • Be knowledgeable about regulations associated with all externally funded projects (i.e. Uniform Guidance, Department of Education or other agency-specific regulations, terms and conditions of contracts) for restricted centers and Vanderbilt rules and regulations associated with internal centers.

  • Monitor and facilitate the issuance of subcontracts and billing agreements, reviewing components for accuracy, timely requesting amendments and following up as needed to ensure completion.

  • Prepare Other Support/Current and Pending reports as needed.

  • Conduct monthly ledger reconciliation, ensuring all costs posting to the grant or internal center are allowable and appropriate, have required supporting documentation, and are consistent with the budgetary or contractual guidelines and limitations.

  • Draft cost transfers for Administrative Officer review when needed to remove or allocate expenses, follow up on outstanding or missing invoices to ensure prompt payment to vendors, ensure subcontracts have been issued and executed timely, monitor approaching end dates to ensure funding documents for ensuing budget periods are received, ensure progress reports and requests requiring sponsor approval are submitted timely and/or initiate the closeout process when applicable.

  • Monitor due dates for progress reports, financial reports, no-cost extension requests and other requests requiring sponsor approval, and center closeouts, ensuring that information is developed and gathered and due dates are met. Provide guidance to and develop content for PI's to satisfy reporting requirements surrounding these milestones.

  • Proactively work with the PI's to ensure that where adjustments to effort allocation for research staff working on their projects are needed, those changes are identified timely and EDC's are submitted.


This position requires attention to detail, analytical skills, excellent written and verbal skills, and an aptitude for identifying the best solution. Must be proficient in Excel and Word. A background in research administration, or in a field involving compliance or analysis is a plus.

About Vanderbilt University:

Vanderbilt is a renowned private institution founded in 1873 and located in the heart of Nashville, Tennessee. The university's students, faculty, and staff frequently cite Nashville and the surrounding area as one of the many perks of being a part of the Vanderbilt community.

Vanderbilt University is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently named the "best large employer" in Tennessee and a top employer for women by Forbes, ranked #1 in the Princeton Review among 384 top colleges and universities for having the best financial aid in the nation as well as #3 for "happiest students," "quality of life" and "beautiful campus," #4 for both being in a "college city that students love" and for having "great campus/city relations."

About Vanderbilt Benefits:

In addition to offering a lively community that encourages learning and celebrates diversity, Vanderbilt University offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses and dependent children.

Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview.

Key Characteristics of a Successful Team Member in this Work Unit:

  • Adaptability Reads cues and adapt accordingly. Adjusts style and approach to accommodate the styles and needs of others. Can anticipate and effectively de-escalate potential conflicts.

  • Analytical & Detail-Oriented Accurately assesses information and applies applicable law, policy and procedure. Considers the long term implications of actions today and advises employees appropriately. Even small mistakes can create big issues; attention to detail work indicates care about the outcomes.

  • Autonomous Self-managing; self-motivated. Manages time, activities and outcomes well so that progress stays on track. Cleans up after themselves.

  • Creative Thinking Goes beyond the boundaries of the job description, willingly takes on new challenges, and finds creative solutions rather than always awaiting direct instructions.

  • Helpful Nature Offers to help lighten the load for others in times of need. Volunteers rather than waiting to be asked. Understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate.

  • Naturally Communicates Readily shares information and is comfortable working within a highly collaborative team. Communicates proactively.

    Understands that open communication and the sharing of knowledge is fundamental to the success of the team. Asks for advice, and considers it thoughtfully.

  • Resilient Is resilient in the face of daunting challenges and setbacks; bounces back readily.

This position requires an Associate's Degree and 4 years of experience or the equivalent.

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Administrative Assistant III

Vanderbilt University