OSP Financial Administrator - Post Award Management, Workday and eRA Commons experience

Discover Vanderbilt Health: With eight hospitals and over 180 clinics, we are the region’s largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you’ll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Organization:

Office of Sponsored Programs

Job Summary:

OSP-Financial Management Unit
The identified individual(s) is a member of the Office of Sponsored Programs-Financial Management Support and delivery team (OSP-FMS) whose mission is to provide the best possible customer service to the VUMC research community for frontline financial and selected award management activities. Working in a high-volume, deadline driven, fast-paced, and dynamic team environment, the OSP-FMS is a group of professionals structured with expertise focused on achieving department and institutional goals by providing services and support to an assigned portfolio with duties of a complex and confidential nature. The individual must have attention to detail; a strong work ethic; social and communication skills as a team player and resource; and the ability to work in a multifaceted, collaborative, central office environment.

OSP-FMS is critical in maintaining the integrity of the research enterprise. The position(s) ensures that research activities are conducted efficiently and in compliance with all relevant regulations and policies. The individual(s) works in close collaboration with various groups to provide consistent expertise, knowledge, guidance, using key performance indicators, fostering continuous improvement and support to the research enterprise.

On an annual basis, the OSP-FMS unit supports:
• ~1,000 Principal Investigators from 40+ VUMC Departments, Institutes, and Centers submitting 4,000+ applications achieving ~$900M in sponsored awards annually from 500+ unique external sponsors resulting in the monitoring of an awards portfolio of over 4000 Workday AWDs and 6000 unique grant tags supporting nearly $800M in grant and contract expenditures

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KEY RESPONSIBILITIES

• Manages complex and time-sensitive accounting/financial activities with a high-level of knowledge and demonstrated subject matter expertise, ensuring proper oversight requirements and reporting to key stakeholders.
• Manages daily fiscal responsibilities of research awards and sponsored funds within an assigned portfolio, including the operational oversight of post-award processes, i.e., effort reporting, financial reporting, and project close-outs.
• Work across central office teams to review, create, and optimize Workday financial reports; provide input on departmental annual research budgets; conduct analyses of center deficit/surplus corrections; and compile and submit grant closeouts, year-end closings, invoice monitoring, and other financial activities.
• Oversee compliance and risk management activities for an assigned portfolio, including but not limited to quarterly effort certification processes, the annual faculty research survey, and adherence to institutional policies
• Coordinate multiple and competing priorities under absolute deadlines
• Proactivity communicate and assist PI with fiscal management oversight and all periodic reporting requirements (as detailed in awards) ensuring the accuracy of all reporting information
• Ensure adherence to institutional policies and federal regulations (e.g., foreign travel, export control, subaward monitoring, IRB, IACUC, IT and procurement, etc.)
• Collaborates with team members, departmental staff, and faculty as well as with other OSP units to provide updated information on requests related to the financial management of an assigned portfolio
• Provides policy interpretation, guidance and assistance to faculty with all aspects of financial and sponsored project management
• Exercises independent judgment, initiative, and the ability to make decisions relative to the department/division/center grants and contracts operations as well as other tasks assigned
• Have a strong understanding of VUMC research systems (examples): Workday Reporting and Adaptive, Coeus, PEER, DISCOVRe, ARIES, CORES-iLab, Business Intelligence Research reporting module
• Possess knowledge of policies related to research administration (Uniform Guidance, internal processes and policies, sponsor policies and practices)
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES

• Research Administration (Intermediate) - Knowledgeable on all phases in the lifecycle of a sponsored research project. Well versed in and able to assist researchers in reducing compliance risks and assisting in routine and specialized processes.
• Regulatory Awareness (Intermediate) - Demonstrates knowledge of healthcare regulations and security best practices.  Identifies appropriate sources of governmental and industry guidance.  Interprets regulations and guidance to assist application and business stakeholders with compliance and security best practice efforts.
• Regulatory Compliance (Intermediate) - Demonstrates knowledge of the appropriate rules and regulations and apply them in difficult, stressful and complex situations. Able to interpret and explain rules and regulations that are ambiguous or unclear. Directs others in interpreting rules and regulations on the job and trains others in them.
• Problem Solving (Intermediate) - Uses critical thinking and process improvement i.e. coaches and mentors development of problem statement, describes current state, identifies root causes, creates future state, coaches and mentors development of solutions and action plans with a sustainability plan. Applies appropriate tools to address issues.
• Budgeting/Financial Management (Intermediate) - The ability to build, estimate, budget, plan/forecast, communicate to key stakeholders financial management requirements/needs of an assigned complex fiscal monitoring portfolio
• Research Administration (Intermediate) - Knowledgeable on all phases in the fiscal process lifecycle of internal funding/budgeting and a sponsored research project management. Well versed in and able to assist faculty in reducing compliance risks and assisting in routine and specialized processes.
• Project Tracking and Reporting (Intermediate) - The ability to track the progress of a project and report on the status.

Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.

At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.

Core Accountabilities:

Organizational Impact: Executes job responsibilities with the understanding of how output would affect and impact other areas related to own job area/team with occasional guidance. Problem Solving/ Complexity of work: Analyzes moderately complex problems using technical experience and judgment. Breadth of Knowledge: Has expanded knowledge gained through experience within a professional area. Team Interaction: Provides informal guidance and support to team members.

Core Capabilities :

Supporting Colleagues:- Develops Self and Others: Invests time, energy, and enthusiasm in developing self/others to help improve performance e and gain knowledge in new areas.- Builds and Maintains Relationships: Maintains regular contact with key colleagues and stakeholders using formal and informal opportunities to expand and strengthen relationships.- Communicates Effectively: Recognizes group interactions and modifies one's own communication style to suit different situations and audiences. Delivering Excellent Services:- Serves Others with Compassion: Seeks to understand current and future needs of relevant stakeholders and customizes services to better address them.- Solves Complex Problems: Approaches problems from different angles; Identifies new possibilities to interpret opportunities and develop concrete solutions.- Offers Meaningful Advice and Support: Provides ongoing support and coaching in a constructive manner to increase employees' effectiveness. Ensuring High Quality: - Performs Excellent Work: Engages regularly in formal and informal dialogue about quality; directly addresses quality issues promptly.- Ensures Continuous Improvement: Applies various learning experiences by looking beyond symptoms to uncover underlying causes of problems and identifies ways to resolve them. - Fulfills Safety and Regulatory Requirements: Understands all aspects of providing a safe environment and performs routine safety checks to prevent safety hazards from occurring. Managing Resources Effectively: - Demonstrates Accountability: Demonstrates a sense of ownership, focusing on and driving critical issues to closure.- Stewards Organizational Resources: Applies understanding of the departmental work to effectively manage resources for a department/area.- Makes Data Driven Decisions: Demonstrates strong understanding of the information or data to identify and elevate opportunities. Fostering Innovation:- Generates New Ideas: Proactively identifies new ideas/opportunities from multiple sources or methods to improve processes beyond conventional approaches.- Applies Technology: Demonstrates an enthusiasm for learning new technologies, tools, and procedures to address short-term challenges.- Adapts to Change: Views difficult situations and/or problems as opportunities for improvement; actively embraces change instead of emphasizing negative elements.

Position Qualifications:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level:

4 years

Education:

Bachelor's

This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement and/or wellness offerings to enhance your well-being and professional growth.

Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity.  EOE/Vets/Disabled.