Vanderbilt University Medical Center · 1 day ago
Administrative Officer - Remote
United States
Full-time
Remote
Mid Level
3+ years expVanderbilt University Medical Center is a leading institution located in Nashville, Tennessee, focused on changing the world through teaching, discovery, and patient care. The Administrative Officer role involves providing exceptional customer service to the research community, managing financial oversight of research awards, and ensuring compliance with relevant regulations and policies.
Cosmetic SurgeryEducationHealth CareMedicalUniversities
Responsibilities
Act as a subject matter expert for PIs, program managers, research administration staff, and research lab staff
Collaborate with the Department of Finance on all post-award activities, ensuring proper oversight and submission of close-outs and other post-award requirements
Work with the Office of Sponsored Programs (OSP) pre-award grant administration team to support and address issues related to grant and contract submissions
Ensure effective cost management to meet both current and future needs
Responsible for the daily fiscal management of research awards and sponsored funds for an assigned portfolio, as well as the operational oversight of post-award processes, including effort reporting, financial reporting, and project close-outs
Work in partnership with the Department of Finance team to conduct analyses of center deficit/surplus corrections, grant closeouts, year-end closings, invoices, and other financial activities
Review, create, and optimize Workday financial reports for dissemination
Authorize Workday transactions pertaining to grants, and core activities including effort changes, purchases, accounting adjustments, journal entries
Collaborate with the department on the annual research budget
In collaboration with team lead, establish and update financial controls and reporting systems in the research enterprise whenever possible
Monitor quarterly effort certification processes in partnership with faculty PI’s and the Effort Certification and Allocation team
Support faculty and staff by monitoring compliance including managing end dates and effort changes
Address and respond to inquiries from the department, Department of Finance (DOF), Office of Sponsored Programs (OSP), Department of Veterans Affairs (VA), and external agencies
Ensure adherence to institutional policies and federal regulations (e.g., foreign travel, Export Control, subaward monitoring, IRB, IACUC, IT and procurement, etc.)
Ensure accurate and timely documentation of research activities, funding, and compliance
Aid in prioritizing tasks to effectively fulfill research administration responsibilities
Provide mentoring and training to team and support to faculty and staff in managing awards and other research administration activities
Promote self-professional development opportunities
Facilitate achievement of research aims and objectives by supporting the PIs and their teams in all facets of their research projects/programs
Assist the research team, including faculty, postdocs, trainees, and research staff, by providing instruction, guidance, coordination, communication, and problem-solving support
Address issues and questions from faculty members and staff, continually enhancing research program operations alongside team lead
Cultivate collaborative relationships regarding research matters with internal and external stakeholders: faculty, staff, VU, VA, and sponsors
Maintain regular communication with principal investigators (PIs) regarding research portfolios and team effort distribution. Conduct meetings with faculty to review financial reports and effort distributions, trends, and projections
Optimize Workday and other research system processes and enhance reporting capabilities by addressing and resolving a wide range of issues, delays, and inquiries
Manage, respond, and complete reporting requests from internal and external customers regarding research programs
Produce reports and analyses to aid in decision-making and strategic planning
Serve as a member of the departmental administrative team Attend meetings and interact with other departments as requested by the department chairman and/or departmental administrator
Resolve problems directly, or in consultation with department chairman/administrator concerning staffing, utilization of facilities, equipment and funds
Provide sound personnel and payroll administration
Ensure internal salary equity within the department
Maintain confidential personnel records for professional and non-professional staff
Make staffing recommendations, interview and screen applicants for hiring
Train in departmental systems and procedures
Assign work priorities; conduct performance reviews, disciplinary actions and in concert with others, terminate employees when necessary
Analyze and develop the annual departmental budget
Recommend distribution and allocation of general department resources
Review grant preparation for compliance with restrictions
Authorizes, approves and signs purchase and equipment requisitions, travel and entertainment expenses, etc
Monitor collections and expenditures against budgets and grants, analyzes requisition for conformance to budget and compliance with specific requirements and restrictions
Manage and coordinate administrative and support functions within the department
Develop and interpret policies and procedures for clerical staff
Assure that all policies are in conformance with University guidelines
Prepare reports for management review
Qualification
Required
3 years of relevant work experience
Bachelor's degree
Preferred
Proficient and excellent knowledge of commonly used software packages (i.e., Microsoft Word, Excel, PowerPoint, Adobe and email programs)
Extensive knowledge of the federal regulations governing sponsored research (i.e. OMB Uniform Guidance)
Must be organized and analytical
Excellent written and oral communication skills are critical
Demonstrated ability to work both as a member of a team and independently
Demonstrated ability to work under the pressure of hard deadlines and competing priorities
Must have advanced knowledge and experience utilizing VUMC and sponsor-specific electronic grants management systems (i.e. NIH eRA Commons, Coeus/PEER/Workday/Aries/Discover-E)
Ability to identify resources, solve problems and take initiative
Commitment to providing professional, efficient, and timely service to the VUMC research community is a must
Company
Vanderbilt University Medical Center
Vanderbilt University Medical Center is a nonprofit institution specializing in patient care, research, and nobility in medical education.
10001+ employees
H1B Sponsorship
Vanderbilt University Medical Center has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (92)
2024 (74)
2023 (73)
2022 (113)
2021 (96)
2020 (70)
Funding
Current Stage
Late StageTotal Funding
$35.3MKey Investors
National Institute on AgingAdvanced Research Projects Agency for HealthGordon and Betty Moore Foundation
2025-07-02Grant· $25M
2024-11-15Grant· $3.3M
2024-09-13Grant
Leadership Team
Wright Pinson
Deputy CEO and Chief Health System Officer
Cecelia Moore
Chief Financial Officer & Treasurer
Recent News
2025-12-12
2025-12-12
Company data provided by crunchbase