Grants & Contracts Manager

General Summary/purpose:

This Grants & Contracts Manager position will oversee all post-award activities related to sponsored projects in the School of Nursing-including but not limited to federal; training grants; private; commercial; and clinical trials. This position reports directly to the School of Nursing, Associate Director for Research Administration. The ideal candidate will have sound and proven financial/accounting skill sets and working knowledge and experience with the full life cycle of grants and contracts from submission to close-out, with a focus on post award activities. In addition to the daily oversight of the school’s post-award activities, the Grants and Contracts Manager will have responsibility for the post award management of a portfolio comprised of the awards of several SON Faculty with financially challenging and complex grants, contracts and professional service activities. In addition this position will be the first point of contact for problem solving and issue resolution and will have the expertise to know when to “manage up” issues/concern to the Associate Director.

The Grants & Contracts Manager will directly supervise the post award team currently consisting of Grants and Contracts Analyst(s) (GCAs) and a Contracts Specialist and will support seamless integration and coordination of pre- and post-award activities and provide assistance/backup as needed with pre-award operations.

This individual will work collaboratively with the SON Associate Director, SON Vice Dean for Research, SON Associate Dean for Finance Administration, SON Principal Investigators, SON Divisional leadership, JHU Sponsored Projects and JHURA which requires understanding and meeting the needs of those with diverse backgrounds, technical, and professional experience and priorities relative to sponsored projects.

The ideal candidate will demonstrate a strong commitment to internal and external customers as it is critical to the success of this position. Exceptional interpersonal and leadership skills are therefore as critical as technical expertise in this position.

Specific Duties & Responsibilities:

I. SPONSORED PROJECTS - POST-AWARD

• Responsible for reviewing all Notices of Grants Awards from sponsor. This review is based upon accuracy, content, and adherence to institutional, government, and other sponsor guidelines.
• Work cooperatively with research shared services to ensure grant/contract/foundation accounts are established in a timely and accurate fashion.
• With Associate Director, monitor monthly variance reports on research actual results versus budget-payroll and expenses.
• Ensure that the Sr. GCAs are meeting regularly with Faculty to review grants and contracts, that all University policies and procedures for sound reconcilements are followed and that all meetings are fully documented. Review meeting outcomes with Associate Director monthly.
• Provide expert guidance on sponsored and institutional polices for pre and post award issues and on federal cost principles and advise faculty and staff accordingly to ensure compliance; use independent judgement to apply principles.
• Manage post award team to ensure staff are proactively working with PI's to identify reasons for variances in spending on grants and resolve issues of over/under spending on research accounts. Oversee monthly reviews to ensure that PIs are utilizing budgets fully and in alignment with research strategies.
• Create procedures and make necessary training available to staff to provide internal support to ensure knowledge and improvement in post-award management within SON.
• Will serve as a backup liaison with JHURA, SON Business Office, and Shared Services when requested by Associate Director.
• Coordinate budget development with pre award team in supporting a successful submission process
• Make recommendations to Associate Director of procedural changes that positively affect awarded dollars and increases SON’s proposal success rates
• Participate as needed in developing and / or facilitation of mentoring programs for junior faculty in the pre and post award process through presentations at monthly meetings; educational resources and manuals; one/one training and the onboarding process for new faculty to the research process
• In conjunction with Sponsored Project Shared Services and the Associate Director, monitor the school’s monthly deliverables report and cash/deficit reports to ensure all reporting and cash collection targets are achieved
• With Associate Director, implement and oversee the internal audit processes and take action on/resolve any findings
• Assist the Associate Director with monitoring JHU Sponsored Research dashboards metrics especially costs transfers for lateness, effort reporting and on-time FSR submissions. Any metric at risk of being deficit should be brought to the attention of the relevant PI and Associate Director.

II. FINANCIAL

• As needed by Associate Director serve as liaison with university and hospital areas such as the SON Business Office, JHURA, Shared Services, Dean’s Office, Human Resources, JHU Controller’s Office, Tax Office, and JHH Finance Office.
• Coordinate with other Divisions for financial allocations/reporting/activity for research grants and contracts involving the SON Faculty.
• Work with the Associate Director as needed in the SON annual budget process and quarterly projections process, specifically projections on sponsored research funds available in the short and long term to support research salaries and expenses
• Responsible for oversight of timely completion of E-forms for sponsored research payroll changes related to changes in sponsored research support and the timely clearing of the SON control salary account for any salary that should be on sponsored research funding.
• Check staff and Faculty effort reporting forms related to sponsored research support including cost sharing for accuracy as part of the pre-review process as needed. Engage PIs as needed to insure accuracy.
• Assist with a quality and accuracy review of Effort Reporting Cost sharing (K awards/NIH cap/MHEC etc.) and insure the required documentation is in all records
• Foster open lines of communication and partnership with the SON Business office to ensure sound customer service for all PIs and completion of school wide financial projects
• Work in partnership with the Associate Director and Director of Financial Operations in maintaining open lines of communication for financial information/reports needed for non-sponsored account balances when requested/needed by PIs as part of a financial review meeting and or to resolve a sponsored research expenses over-run or purchase
• Work with Associate Director to ensure all sponsored project tracking and metrics used for reporting, marketing and communications are accurate for the Vice Dean for Research and SON Leadership

III. TRAINING

• Responsible for developing and conducting sponsored research-training sessions for SON faculty and staff on post-award management.
• With Associate Director, create and implement a plan to increase school-wide knowledge of post-award procedures. Evaluate current levels of support and create systems to provide internal support to ensure knowledge and improvement in post-award management.
• Manager role: responsible for annual reviews, workload allocation, timesheets, developmental opportunities (RATPACK/Bootcamp), training and cross-training to ensure optimal workflow and coverage of all sponsored activities and responsibilities for two positions.
• Attend and represent the SON as needed at monthly meetings (SON, SON Faculty, JHURA, SPSS etc.) and participate on special projects.

IV. OTHER

• Other duties and projects as assigned

Minimum Qualifications (Mandatory):

• Bachelor's degree preferably in finance or accounting
• Five years of related experience in sponsored research and/or financial positions, preferably in an academic or medical setting.

• 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.

• Successful completion of the RAT program (13-15 months) is equivalent to two years of relevant experience for this position. If an employee does not successfully complete the program, no additional experience will be applied.

• 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 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.

Preferred Qualifications:

• Master’s degree

• Three to five years of supervisory experience

Special Knowledge, Skills, and Abilities:

• Knowledge of accounting and budgeting theory and practices.
• Thorough knowledge and understanding of the Johns Hopkins University accounting system and its related fiscal policies.
• Advanced knowledge in the use of financial software applications, databases, spreadsheets, and/or word processing required. Packages include: SAP, Microsoft Outlook, Access, Excel and Word plus university-specific accounting & reporting packages.
• Ability to make independent judgements and to act on decisions on a daily basis. Ability to work for long periods of time without direction.
• Ability to prioritize own work and work of staff as needed. Ability to work with flexibility on several tasks simultaneously and to meet various and concurrent deadlines.
• Strong organizational skills, analytical and problem solving abilities and attention to detail.
• Ability to maintain confidentiality.
• Demonstrates leadership and management style that works in cooperation with others who represent a wide range of interests, skills and needs.
• Strong interpersonal, customer service and communication skills, both oral and written.
• Ability to effectively interact with all levels of SON and University employees as well as sponsors.
• Ability to collaboratively manage, supervise, mentor and evaluate the performance and others have responsibilities directly related to pre and/or post-award sponsored work; as needed and under the direction of the Associate Director, provide sponsored research assistance and guidance to other SON staff who are directly supervised by SON PIs and or SON leaders

Classified Title:Grants & Contracts Manager
Working Title: Grants & Contracts Manager ​​​​​
Role/Level/Range: ATP/04/PE
Starting Salary Range:$69,140-$94,005 (commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday/8:30am-5:00pm
Exempt Status: Exempt
Location: 06-MD:School of Nursing
Department name: 10001235-Research Finance
Personnel area: School of Nursing

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

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

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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