Project managers Faculty of Science

The Project Managers Pool at the Faculty of Science contributes to the research and valorization endeavours of VU academics.

With extensive experience in managing projects across diverse life sciences domains we offer expert support to researchers in preparing, carrying out and completing externally funded projects.

We currently coordinate numerous large-scale collaborative research consortia on second and third flow of funding (i.e. funded by NWO, ZonMW and European Commission) in which we advise and guide Principle Investigators and the project’s stakeholders through the various stages of a project lifecycle and milestones of their projects. Leveraging strong relationships with both internal research support departments at VU Amsterdam and external partners, we foster collaboration and knowledge sharing.

We are committed to improving research collaboration and support. Therefore, we are always open ánd looking for opportunities to share knowledge and experience with colleagues across VU Amsterdam. In this way we aim to contribute to the further professionalization of project management and research support within the university.

Researchers who have been awarded external funding for a complex collaborative project (which includes capacity for project management) can reach out to the pool for support.

For questions related to project management or if you want to get a better idea of what a project manager can do for you, please contact projectmanagement.beta@vu.nl.

1. Proposal Phase Support
During the proposal phase, we offer dedicated research support to ensure your project proposal is well-prepared and has the best chance of success. The Project Manager acts as the central point of contact and takes responsibility for coordinating various aspects of the proposal process. Their key responsibilities include:
1. Drafting the Project Budget
  The Project Manager will oversee the creation of a comprehensive project budget, which includes estimating potential investments and ensuring financial planning aligns with the project’s objectives.
2. Document Coordination
  They will manage the collection and organization of all necessary documents that require signatures, both internally (e.g., from relevant departments) and externally (e.g., letters of commitment, consortium agreements).
3. Liaison with Supporting Departments
  The Project Manager will act as the main liaison between the research team and supporting departments such as project control, legal, and any other relevant teams to ensure smooth collaboration.
4. Proposal Process Overview
  The Project Manager will provide clear guidance on the procedures to follow for developing research proposals, ensuring all steps are followed accurately and efficiently.
Additional Services Available Upon Request:
- Project Timeline and Scope Planning
  If needed, we can assist in planning the project’s timeline and defining its scope, ensuring clarity and structure throughout the proposal process.
- Consortium Coordination
  We can support the organization of meetings and help build and align the consortium, ensuring all stakeholders are on the same page. This may include collaborating with external consultants.
- Grant Writing and Proposal Review
  We can offer expert support in drafting grant applications and reviewing project proposals to ensure they meet the funding requirements and maximize the likelihood of success.
- Mock Interviews
  To prepare for funding panel reviews or other crucial presentations, we can organize mock interviews to ensure your team is fully prepared and confident.
2. Execution Phase Support
During the execution phase of the project, the Project Manager plays a crucial role in advising and supporting the Principal Investigator (PI) and project partners, ensuring the successful navigation of the complexities inherent in large collaborative research projects. The Project Manager oversees a range of activities to ensure smooth project execution:
Key Responsibilities:
1. Monitoring Financial and Scientific Progress
  The Project Manager continuously monitors both the financial and scientific progress of the project, ensuring alignment with the established goals and budget.
2. Organizing Governance Structure
  The Project Manager is responsible for organizing and facilitating governance activities, including online and face-to-face annual meetings, user committees, and advisory boards. They also circulate meeting minutes to keep stakeholders informed.
3. Stakeholder Communication
  Maintaining clear and consistent communication with all relevant stakeholders is a priority, ensuring alignment and transparency across the project.
4. Liaison with Subsidy Project Officer
  As the main contact point for the subsidy project officer, the Project Manager handles key administrative tasks, such as submitting and managing change requests.
5. Coordination of Reporting and Assembling Reports
  The Project Manager ensures the timely and accurate coordination of project reports, overseeing their compilation and submission to relevant bodies.
6. Administrative Support
  This includes the administration of project members, tracking publications, and other essential tasks to ensure smooth project operation.
7. Risk Mitigation and Prevention
  The Project Manager works to identify and mitigate potential risks, implementing preventative measures to keep the project on track.
8. Coordination of Time Registration
  Ensuring accurate tracking of time spent on the project, in accordance with project requirements.
9. Monitoring Lead Time
  The Project Manager monitors lead times and milestones to ensure the project remains on schedule.
10. Development of Project Management Documentation
  Following best practices in the field, the Project Manager develops and maintains project management documentation (e.g., PM2, PMI methodologies) to ensure effective project control.
11. Dissemination of Project News
  The Project Manager coordinates the dissemination of project updates and news through the project website and social media channels to keep the broader community informed.
Additional Services Available Upon Request:
- Coordination of Data Stewardship and Ethical Committee Activities
  We can assist in coordinating the activities related to data stewardship and ensuring that ethical guidelines are adhered to through engagement with the relevant committees.
3. Closing Phase Support
In the closing phase, the Project Manager ensures the proper and thorough completion of the project, making certain that all loose ends are tied up and valuable lessons are captured for future projects. This phase focuses on finalizing the project and ensuring a smooth transition to post-project activities.
Key Responsibilities:
1. Financial Project Closing (Internal/External)
  The Project Manager oversees the final financial review and ensures that all financial aspects of the project are properly closed out, including both internal and external financial reporting and reconciliation.
2. Archiving of Project Information
  The Project Manager is responsible for ensuring that all project documentation, data, and other essential information are properly archived for future reference, following organizational and legal requirements.
3. Organization of Final Meeting
  The Project Manager organizes and facilitates the final project meeting, where stakeholders review the project's outcomes, discuss lessons learned, and assess how the project’s objectives were met. This meeting also includes discussions on best practices and any recommendations for future projects.