Temporary Technical

The Grants Manager Trainer (TEMP) will support the development of a comprehensive operations manual and training resources for the National Science Foundation Graduate Research Fellowship Program (NSF GRFP) Coordinating Official function. This project is intended to capture institutional knowledge, document business processes, and create sustainable training materials that support continuity of operations during a leadership transition.

This position is not responsible for serving as the NSF Coordinating Official or managing the day-to-day administration of the NSF GRFP. Rather, the Grants Manager Trainer (TEMP) will work in partnership with the current Coordinating Official to document processes, organize resources, and develop training materials for future use.

The Vice Provost for Graduate Education and Growth Initiatives leads a dynamic portfolio of strategic growth initiatives for graduate and professional students, serves as the Dean of the Graduate School, and oversees the Office of Postdoctoral Affairs (OPA). The mission of the Graduate School at Vanderbilt University is to promote excellence in research, scholarship, and creative expression such that graduate students and postdoctoral trainees are optimally prepared for successful careers in academia, industry, and related fields. The Graduate School recruits the most promising pre- and post-doctoral scholars and creates a stimulating environment that fosters intellectual growth and development.

Key Functions and Deliverables:

Primary Responsibilities

• Partner with the current NSF GRFP Coordinating Official to document existing workflows and operational procedures. 
• Develop a comprehensive training manual covering annual, recurring, and as-needed responsibilities associated with the Coordinating Official role. 
• Create process maps, checklists, timelines, and other reference materials to support onboarding and ongoing operations. 
• Document institutional procedures related to: 
  • NSF reporting requirements and deadlines 
  • Fellow change requests and certifications 
  • Cost of Education (COE) administration 
  • Stipend and tuition payment processes 
  • Annual communications with fellows 
  • Event planning and workshop coordination 
  • Internal coordination with finance, academic departments, and administrative offices 
• Organize electronic files, templates, forms, and reference documents into a repository.
• Identify opportunities to standardize documentation and improve workflow efficiency. 
• Provide limited consultation during the transition period regarding use of the documentation and training resources. 

Deliverables

• Comprehensive NSF GRFP Coordinating Official Operations Manual 
• Operations calendar with recurring deadlines and milestones 
• Standard operating procedures (SOPs) for major business processes 
• Templates, communication samples, and reference guides 
• Training checklist and onboarding plan for future Coordinating Officials 
• Organized electronic repository of supporting documents and resources 
• Recommendations for maintaining and updating documentation

Education and Certifications:

• A Master’s degree is required.

Experience and Skills:

• A minimum of five years of experience and expertise in related project management.

• An appreciation for graduate and doctoral training and interest in supporting the mission of the Graduate School.

• Experience working with or for institutions of higher education.

• Experience in business process change and change management.

• Ability to think strategically to manage multiple projects and initiatives with changing priorities and strict deadlines.

• Excellent and proven project management skills.

• Experience with project management software tools.

• Exceptional interpersonal skills and a positive attitude.

• Demonstrated ability to handle high-level, sensitive, and confidential information.

• Ability to work independently through role and system ambiguity.

• Proficient with Microsoft software (e.g., Microsoft Excel, Word, PowerPoint, Teams).