What are the responsibilities and job description for the Subcontracts Analyst position at Vanderbilt University?
The Sponsored Programs Contract Analyst for Subcontracts is part of Sponsored Programs Administration at Vanderbilt University and is a key individual responsible for supporting all departments and faculty researchers with the administration of both incoming and outgoing subcontracts. This position involves generating outgoing and reviewing incoming subawards and coordinating of execution of said subawards. Reporting directly to the Senior Assistant Provost for Sponsored Programs Administration and Compliance, the Sponsored Programs Contract Analyst for Subcontracts serves as liaison/customer service representative between departmental staff, faculty, and sponsors. The Sponsored Programs Contract Analyst for Subcontracts will, first and foremost, draft and review both incoming and outgoing subawards. This involves a detail-oriented mind along with the ability to interpret sponsor guidelines and policies and other ad hoc problem solving.
Key to success is the ability to serve as a liaison between departmental staff, faculty, and sponsors.
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.
Duties and Responsibilities
- Accurately assesses information and is detail oriented in the creation and review of subawards. 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.
- Collaborates with other parties, both departmental, and outside of Vanderbilt regularly related to the status of subcontracts, as well as any edits that need to occur.
- Manages time, activities, and outcomes well so that progress stays on track. Cleans up after themselves and keeps meticulous files, as this position is really the best line of defense for catching mistakes (particularly related to budgets and periods of performance).
- Considered an expert in the file management system used by Vanderbilt for subcontracts, while being ready to become the same for any system changes that might come down the pike.
- Customer service is key in this role. Being able to assume positive intent of others is essential.
- Being able to spot issues that are outside of the role’s wheelhouse is also imperative, as these issues should be run up the supervisory chain for additional review.
- Autonomy is key in this role, as there are at times high workloads where focus and time management become critical to success.
Qualifications
- An Associate’s degree plus two years’ relevant experience is necessary.
- A Bachelor’s degree is strongly preferred.
- Competency with computers, outlook, excel, Microsoft Office Suite, and Adobe Acrobat is necessary.
- Experience in an office environment is necessary.
- VERA, and various other systems knowledge internal at Vanderbilt is preferred.
- Vanderbilt University experience is strongly preferred.
