Cancer Center Jobs

Administrative Officer - Research

Vanderbilt-Ingram Cancer Center

March 28, 2022
Administrative Officer - Research

Job Summary:

The Administrative Officer for Research Administration provides oversight of a large and complex grant and contract portfolio for VUMC departments/divisions/centers. Provides strong knowledge and understanding of pre- and post-award grants and contracts management. Independently prepares and assembles grant proposals and contracts in compliance with sponsor, Medical Center, and federal guidelines and deadlines in conjunction with faculty and administrative leadership. Interacts with other departments, external institutions and agencies to facilitate the development, submission, and administration of grant proposals and contracts. Independently manages budget responsibilities for grants and contracts. Monitor terms and agreements of pre- and post-award grants and contracts for compliance. Serves as the primary resource for providing guidance and oversight on issues related to fiscal, administrative, and regulatory management of a portfolio of grants, contracts, and sponsored programs from award receipt through closeout.

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Department/Unit Summary:

Vanderbilt-Ingram Cancer Center (VICC) is a leader in the prevention, diagnosis and treatment of cancer. The centers world-renowned team of experts provides a integrated, personalized and patient-centered approach to cancer care, including treatment, research, support, education and outreach. From a wide variety of wellness programs to a leading REACH for Survivorship Clinic, patients find support from diagnosis through survivorship. VICC is a National Cancer Institute-designated Comprehensive Cancer Center, one of just two centers in Tennessee and 51 in the country to earn this highest distinction and ranks in the top 10 nationwide for cancer research grant support. Here is a link to our website -

Additional Key Elements/ Responsibilities: 

·     Directly responsible for the day-to-day management of large complex grants including but not limited to NIH (e.g., P and U mechanisms, etc.), DOD, industry, foundations and cross-institutional sponsors with many involving multiple subcontracts and the funding of clinical trials  

·     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

Provides policy guidance and assistance to faculty with all aspects of proposal development, administrative forms, sponsored-required certifications and representations, and compliance requirements for sponsor, Medical Center, and federal guidelines and deadlines

Assist Principal Investigator (PI) in determining requirements, deadlines and time management for responses to funding opportunities or general application submissions in a proactive manner

Coordinate multiple applications under absolute deadlines

Work collaboratively with the PI, other departments and external institutions, the Office of Sponsored Programs (OSP), and/or Office of Contracts Management (OCM), to facilitate the development, submission and administration of grant proposals and contracts to achieve a professional and accurate document for submission

Responsible for obtaining appropriate signatures for Conflict of Interest Forms and Transmittal Forms from PI, Key Personnel and other departments concerned and forward to department/division/center administrative and financial leadership (Administrative Officer, Chief Business Officer, financial manager, Director) for review and signature

Assemble original application prior to submission

Assist PI with submission procedures and all periodic reporting requirements (as detailed in awards) ensuring the accuracy of all reporting information

Responsible for tracking and receiving back confirmation of submitted grant applications or fully executed contracts from OSP and/or OCM

Provide other departments and external institutions with biosketches, other support and ancillary data as requested

Independently manage budget responsibilities for grants and contracts

Works in conjunction with department/division/center administrative and financial leadership on new, competing, or revised grant applications or contracts in preparing initial and extended budgets, including indirect cost calculations

Prepares and reviews budget details with PI, including personnel, effort allocated and overall expenses, ensuring consistency, accuracy and compliance with sponsor guidelines and institutional policies and criteria

Partners with department/division/center administrative and financial leadership to ensure budgetary alignment with department/division/center for grant applications and contracts

Prepares and submits 1275 budgets to department/division/center administrative and financial leadership and VUMC Department of Finance

Manages and prepares submission timelines, ensures adherence to sponsor requirements, and completeness of application for progress and final reports in partnership with the PI, including detailing personnel, effort allocation and overall expenses ensuring consistent communication as to the status

Serves as a resource for the department/division/center; including keeping abreast of new/updated agency policies, procedures, deadlines and timeframes of new initiatives by working closely with Office of Research, OSP and OCM

Attends all training offered by the Office of Research and OSP as well as reading online/published materials (i.e. NCURA newsletter, NIH online updates) to ensure awareness and application of up-to-date sponsor and institutional policies, procedures and regulations

Keeps department/division/center administrative and financial leadership and PIs informed of any material changes

Monitor terms and agreements of grant awards and contracts for compliance and adherence to sponsor and institutional policies

Performs a monthly review of all active protocols to ensure all are current with institutional offices

Partners with department/division/center administrative and financial leadership to prepare and provide meaningful unobligated balance and effort matrix reports to PI’s on at least every other month cadence

Partners with department/division/center administrative and financial leadership to monitor post-award finances to ensure that the assigned contract/grants align with budgetary expectations, have appropriate and required effort and expenses, adhere to sponsor and institutional guidelines and regulations, are not in deficit and/or at risk for underspending, and that retroactive changes do not exceed 90 days from original charge

Independently works with OSP competing, or revised grant applications and OCM on new, amended, and continuing contracts to ensure timely execution and adherence to all regulatory and institutional requirements

Responds to sponsor requests and questions

Position Qualifications:

Bachelor's Degree (or equivalent experience) (Required)
3 years relevant experience (Required)
5 years of relevant experience (Preferred)


Master's Degree (Preferred)
Previous experience developing budgets for grant proposals
Demonstrated knowledge and experience with NIH policies and sponsored research regulations
Strong written and oral communication skills, excellent organizational skills, strong analytical capabilities, detail-oriented