Grants & Contracts Manager

General Summary/Purpose:

As a member of the Gates Institute finance team under the Department of Population, Family & Reproductive Health, this position will provide support to The Challenge Initiative (TCI) project including all individuals working on the project who rely and benefit from financial information to make informed business decisions through financial analysis (i.e. current policies and processes, actual performance vs. budget) and preparation of financial data to management and partner teams; as well as sponsors. The TCI project is currently funded by three sponsors and this position will supervise two positions: a Sr. Grants & Contracts Analyst and a Grants & Contracts Analyst. In addition, the Grants and Contracts Manager is uniquely positioned as part of the management team who oversee 21 staff. This structure creates a unique complexity on top of funding management that requires this position to demonstrate exceptional communication and leadership skills. Communicating, coordinating and leading the efforts of staff and both domestic and international partners to meet all award deliverables and respond to Sponsor requests will be a key role for this position.

Specific Duties & Responsibilities:

• Management of all financial and compliance aspects of the award
• Monitor award balances and take timely action to ensure that there is always sufficient funding for implementation and immediately notify the Institute’s Financial Manager of any issues
• Ensure the necessary prior approvals from Sponsors are met prior to incurring costs
• Monthly account reconciliations with quarterly financial reviews by program team (reviews will take place more frequently if issues are identified)
• Compliance oversight of Partners and JHU team – the prime sponsor conducts occasional in-depth audits that this position would be responsible for
• Overseas cash management (periodic analysis of operational compliance and performance) to include foreign currency issues
• Travel oversight – this project takes place in multiple countries so having control and oversight of the staff and faculty travel protocols is essential
• Procurement management
• Annual reporting to the Sponsors. This includes a full reporting of all grants as one project by activity, and projections of future years consistent with the approved budget. Partners are also required to complete this reporting and will rely on your facilitation and guidance in order to meet the requirement.
• Work with Partner teams on costing and approve annual workplans and budgets for renewal.
• Prepare detailed budget tracking tool and work with International and domestic Partner finance managers to gather financial data in response to projected balances from use of cash burn rates to inform program teams on expenditures and balances / Using this data, prepare a financial analysis for the teams making programmatic decisions
• Budget tracking and monitoring and routine forecasting to include assisting partners with this process
• Monitor program assets and equipment / Maintain asset register for domestically made purchases of equipment with a value of $5,000 and $500 or greater for Contracts
• Liaise with partners to ensure tracking of locally procured equipment / Ensure all source origin and approval requirements are adhered to
• Manage staff salary allocations on award and make timely adjustments as needed
• Process, review and approve all transactions including wire transfer requests; online payments; purchase orders and subrecipient documentation —ensure the requests are within established Policies and Procedures and terms of the Sponsor agreement
• In the cases of the Bill & Melinda Gates Foundation, Bayer AG, and Comic Relief funded projects, be familiar with reporting requirements and develop budgets and tools with those requirements in mind
• Provide accounting and financial guidance to JHU project team members and partner finance managers
• Meet the published closing and reporting schedules for projects
• Actively participate in subrecipient monitoring, including review company profile, audits, financial statements for items of risk / Complete risk assessment tool
• Work with program team to determine appropriate terms and conditions for subagreements/contracts
• Responsible for independently deciding the proper financial and contractual procedures to follow. The contractual decisions are particularly difficult and critical because they involve complex legal and regulatory issues not only within the US and JHU but also internationally and thus require good judgment, weighing thoroughness against efficiency since funders are monitoring deliverables and financial prudency carefully. Decisions often must be made quickly and always in compliance with Sponsor and JHU regulations.
• Develop a monitoring plan of Partners consistent with JHU’s subrecipient monitoring policy and ensure plan is followed. TCI’s partner agreements are mainly cost reimbursable. The validity of expenses must be verified along with achievement of scientific and technical progress by the PI or designee/responsible party. Foreign currency conversion is required, and receipts often require translation as well. Ensure documentation adequately supports the transactions incurred overseas—timely verification and certifications.
• Track subrecipients requiring A-133 audits and provide information as required as a result of the audit.
• Ensure Partner’s internal controls are in place and spending under agreements are in accordance with sponsor, JHU and Federal regulations. This may include site visits (international travel) and/or desk review of operational systems. It requires thinking through the work to be done and working with the partner to understand their systems and determine how best to align them with JHU standards.
• Act as main resource at project closeout; provide guidance and financial oversight of the project closeout process. Project closeout is often followed by the beginning of a new project, so it requires carefully determining balances and working with the sponsor, partners and GI team to align the closeout and project start.
• Identify potential accounting problems, research and propose solutions. The position requires a continuous quality improvement approach.
• Continual internal and frequent external international, domestic, and interoffice (within JHU) communications are required in both verbal and written forms. These contacts are mainly directed toward problem solving, providing financial reporting, discuss contractual issues and provide financial reporting guidance. Capacity building with our partners is a major focus.
• To perform this job successfully, an individual should have extensive knowledge in the use of financial software applications, databases, spreadsheets, and/or word processing.
• Other ad hoc reports and duties, as requested.

This position will supervise two positions: a Sr. Grants & Contracts Analyst and a Grants & Contracts Analyst

Minimum Qualifications:

• Bachelor’s degree required, preferably in accounting or finance.
• Five years of experience in sponsored research and financial positions, preferably in an academic or medical setting that includes management of large international projects and subawards. Two of those years must include working in a lead or supervisory capacity with extensive supervisory responsibilities or high level, direct involvement in JHU grants and contracts leadership development training projects, serving as a recognized subject matter expert.
• Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

*JHU Equivalency Formula:30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for the required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job. *

Special Knowledge, Skills, and Abilities:

• Strong MS Excel Skills.
• Knowledge of GAAP, the FAR, Federal UG, and OMB Circular A-133 reporting and transactional requirements.
• Knowledge of SAP.
• Occasional international travel required.

Budget authority / responsibility level:

$12 million day to day and $24 million with allocation accounts

Additional Information:

Working with international partners may require schedule adjustments to accommodate early morning meetings with Partners. In addition, international travel may be required for annual meetings, new partnerships, and desk reviews to ensure we can meet the required tasks identified in the job responsibilities.

This is a general description of the required job duties, which does not include additional duties as assigned.

Classified Title:Grants & Contracts Manager
Working Title: Grants & Contracts Manager ​​​​​
Role/Level/Range: ATP/04/PE
Starting Salary Range:$69,140 - $82,750
Employee group: Full Time
Schedule: Monday-Friday, 8:30am - 5:00pm; Up to 37.5 hrs/ week
Exempt Status: Exempt
Location: 05-MD:School of Public Health
Department name: 10001207-PFRH Gates Institute
Personnel area: School of Public Health

The successful candidate(s) for this position will be subject to a pre-employment background check.

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The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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