JOB SUMMARY: Plans, develops and executes ongoing program(s) that impacts a significant segment of the organization under occasional guidance.
Oversee the ongoing Vaccine Research Program including coordination and execution for all invoicing and ledger review activities
Develop, maintain, and execute standard operating procedures for monthly invoicing of federal and non-federal projects.
Draft and finalize the detailed monthly invoices for federal contracts (NIH and CDC), including reporting effort percentages and all other expenses.
Track number of hours worked each month and compare to contract for NIH Task A contract. Work directly with the administrative officer to ensure that all expenditures are accurate, appropriate, and consistent.
Manage non-federal invoicing to industry sponsors including working through their 3 rd party vendor payment systems.
Reconcile all expenses and provide backup documentation on a monthly basis. Maintain document retention for the ledger review process.
Have all expenses signed off and scanned to shared drive by the last day of the month. Approximately 24 months past an expense posting, shred documents to keep all files maintained in an orderly fashion.
Ensure subcontracts submit timely invoices, process and field any questions related to the sites.
Provides training and guidance for individuals supporting the program
Work with the faculty, administrative officer, lab managers, research nurses, and coordinators to support new research initiatives.
Provide suggested training and guidance for new team members as needed.
Work with lab managers, coordinators, and research nurses to ensure equipment, machine service contracts, and all purchase orders are appropriate, timely, and charged appropriately.
Submit space survey and equipment survey with little to no oversight from AO.
Manage pre-award submissions and post-award changes for the program
Work directly with investigators and sub-contract sites to draft budgets necessary for proposal and task order submissions.
Complete letters of intent, budgets, budget justifications, and other pre-award documents and submit them in institutional systems (PEER and COEUS).
When contract amendments are submitted by sponsor, review independently for any changes.
Communicate with PI and AO to execute post-award changes, and work with other central departments directly as needed (Finance, Office of Contracts, Sponsored Programs, subcontractors, etc).
Manage the effort reporting process for the program
Manage exempt and non-exempt effort changes for all faculty and staff in the program.
Submit monthly requests for staff and faculty to report their effort allocations and substantiated work reports to support federal effort.
Submit effort distribution and retro-active changes in the Epac system.
Review time-off reports for exempt staff and ensure all supervisors have approved at the end of the month.
Bachelor's Degree (or equivalent experience) and 3 years experience
Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity -- of culture, thinking, learning and leading -- is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt's mission is to advance health and wellness through preeminent programs in patient care, education, and research.
VUMC Recent Accomplishments
Because we are committed to providing the best in patient care, education and research, we are proud of our recent accomplishments:
US News & World Report: #1 Adult Hospital in Tennessee and metropolitan Nashville , named to the Best Hospitals Honor Roll of the top 20 adult hospitals , 10 nationally ranked adult specialty programs, with 3 specialties rated in the top 10 nationally, Monroe Carell Jr. Children's Hospital at Vanderbilt named as one of the Best Children's Hospital in the nation, with 10 out of 10 pediatric specialties nationally ranked.
Healthcare's Most Wired : Among the nation's 100 "most-wired" hospitals and health systems for its efforts in innovative medical technology.
Becker's Hospital Review: named as one of the "100 Great Hospitals in America", in the roster of 100 Hospitals and Health Systems with Great Oncology Programs and to its list of the 100 Hospitals with Great Heart Programs.
The Leapfrog Group: One of only 10 children's hospitals in the to be named at Leapfrog Top Hospital.
American Association for the Advancement of Science: The School of Medicine has 112 elected fellows
Magnet Recognition Program: Received our third consecutive Magnet designations.
National Academy of Medicine : 22 members, elected by their peers in recognition of outstanding achievement
Human Rights Campaign Healthcare Equality Index : 6 th year in a row that Vanderbilt University Medical Center was a Leader in LGBTQ Healthcare Equality.
Vanderbilt University Medical Center is home to Vanderbilt University Hospital, The Monroe Carell Jr. Children’s Hospital at Vanderbilt, the Vanderbilt Psychiatric Hospital and the Vanderbilt Stallworth Rehabilitation Hospital. These hospitals experienced more than 61,000 inpatient admissions during fiscal year 2015. Vanderbilt’s adult and pediatric clinics treated nearly 2 million patients during this same period.Vanderbilt University Hospital and the Monroe Carell Jr. Children’s Hospital at Vanderbilt are recognized again this year by U.S. News & World Report’s Best Hospitals as among the nation’s best with 18 nationally ranked specialties. Vanderbilt University Medical Center is world renowned because of the innovation, work ethic and collegiality of its employees. From our health care advances to our compassionate care, Vanderbilt owes its accomplishments and reputation to staff and faculty who bring skill and drive and innovation to the medical center day after day. World-leading academic departments and comprehensive centers of excellence pursue scientific discoveries and transformational educational and clinical advances across the entire spectrum of health and disease.As th...e largest employer in middle Tennessee, we welcome those who are interested in ongoing development in a caring, culturally sensitive and professional atmosphere. Most of us spend so much of our lives at work, we want to be part of maintaining a workplace in which people support one another and encourage reaching for excellence. Many high-achieving employees stay at Vanderbilt because of the professional growth they experience and because of their appreciation of Vanderbilt’s benefits, public events and discussions, athletic opportunities, beautiful setting and, above all, sense of community and purpose.Vanderbilt and its employees share a set of mutual expectations that have been created with productivity, legality, fairness and safety always in mind. We believe that our investment in training and compensating employees multiplies in value when we enable individuals to deliver their best performance for the benefit of us all.