Job Description

Job Description
The Sponsored Programs Proposal Specialist (SPPS) supports assigned departments and faculty researchers with the administration of pre‐award and non‐financial awards management tasks, with a focus on customer service. The SPPS’s duties include, but are not limited to, review of proposals and awards for compliance with Vanderbilt and sponsor policies, interpretation of sponsor guidelines and policies, serving as liaison/customer service representative between departmental staff, faculty and sponsors, identifying and providing ad hoc problem solving. The SPPS contributes to and supports a team environment. Other duties as required.

The Sponsored Programs Proposal Specialist is part of the Office of Sponsored Programs Administration (SPA) delivery team whose mission is to provide the best possible customer service to the research community. This position will work in a high‐volume, fast‐paced, deadline‐driven, and dynamic team environment assisting in achieving departmental goals with duties of a complex and confidential nature. Reporting directly to the Associate Director for Proposals and Awards, the SPSS works with all internal SPA teams as well as Research Finance, and the various sponsored programs professionals in the colleges, departments, schools, and centers.

About the Work Unit:
Sponsored Programs Administration (SPA) supports and advocates the University’s mission through leadership and expertise ensuring compliance with relevant regulations. SPA serves as a central resource providing guidance and stewardship by supporting the entire research community. SPA processes proposals and negotiates grants, contracts and other agreements. SPA values and promotes integrity, innovation, knowledge, collaboration and effectiveness.

Key Functions and Expected Performance:

The Sponsored Programs Proposal Specialist will:

Review proposals to ensure compliance with both internal and external requirements
Assist departmental staff involved in proposal preparation, compliance review, and submission by serving as a subject matter expert and interpreting/providing guidance on University policies and sponsor regulations
Submit proposals to external agencies and follow‐up on issues that arise during the proposal preparation and submission phases
Keep abreast of changes and updates in sponsored projects terms and conditions and University policies as they relate to the submission and maintenance of sponsored projects
Work with Conflict of Interest issues as well as general compliance issues (IRB, IACUC, EC) and the appurtenant offices within the University


Work Environment:

Hybrid role – will need to be in the Nashville office approximately 1 day a month.



Education and Certifications:

A Bachelor’s degree plus alternative or equivalent professional training and experience is necessary
A Bachelor’s degree in a related field is strongly preferred
CRA certification is preferred


Experience and Skills:

2-4 years of experience required
Familiarity with federal and state regulations governing sponsored projects
Familiarity with grants and policy guidelines of a variety of federal agencies, especially the NSF and NIH
Ability to review proposals critically in alignment with internal and external guidelines
Ability to communicate, in a professional manner, with a wide range of stakeholders (i.e. faculty, administration, legal counsel, federal agency employees)
Ability to stay abreast of the changing laws and willingness to attend job‐related training
Attention to detail
Ability to multi‐task and prioritize responsibilities
Excellent interpersonal skills; ability to work with a variety of personalities
Well‐developed analytical, organizational, and communication skills with internal and external stakeholders
Reliability and sense of urgency regarding proposal integrity and proposal deadlines