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Grants & Contracts Manager

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
Sep 21, 2023

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Position Type
Administrative, Academic Affairs, Research Administration, Business & Administrative Affairs, Financial Affairs, Grants & Contracts
Employment Type
Full Time
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Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.

The School of Nursing is looking for an innovative team member to take the lead as aGrants & Contracts Manager. The primary duties of the Grants & Contracts Manager will be to oversee the day to day of all Post-Award activities related to sponsored projects in the School of Nursing-including but not limited to federal projects; training grants; private; commercial; and clinical trials. As needed the position will assist with Pre-Award approval or other Pre-Award functions for specialized or urgent circumstances and assist with any Non-sponsored account management questions and management as needed in relation to our faculty folios This position reports directly to the School of Nursing Associate Director for Research Administration. The ideal candidate will have sound and proven analytical, financial, and accounting skill sets, working knowledge, and experience with the full life cycle of grants and contracts from submission to close-out. A strong grasp and understanding of JHU infrastructure and its financial systems is a must. 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 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. For this reason, the candidate must be confident in providing instruction on protocol, regulations, and guidelines pertinent to the agency or University. The Job scope and complexity will require a broad and in-depth knowledge of protocol and regulations to advise our community and staff and collaborate with professionals within and outside of the University.

The Manager will directly supervise 2-3 persons and will support seamless integration and coordination of pre-and Post-Award activities and aid/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. Leading by example is crucial for our team environment as well as the desire to learn and grow.

Specific Duties & Responsibilities


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 promptly and accurately.
  • With Associate Director, monitor monthly variance reports on research actual results versus budget-payroll and expenses.
  • Ensure that the Sr. GCAs are meeting required key performance indicators and 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.

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 ensure accuracy.
  • Assist with a quality and accuracy review of Effort Reporting Cost sharing (K awards/NIH cap/MHEC etc.) and ensure 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.
  • Understand financial systems at JHU including but not limited to: Coues, Fibi, ERA Commons, Assist, SAP (ECC & Analysis), and Greensphire clinical cards.
  • Versed in SAP finance data infrastructure and understands HR infrastructure.
  • Understands financial transaction types and the advantages, restrictions, and compliance issues with each. These include purchase orders, legal docs, leases, pcards, travel cards, invoices, check request, and cost transfers.
  • Knowledgeable about controller’s office policies for purchasing, accounts payable, supply chain, accounts receivable, and effort.
  • Understands funding types (Sponsored, gift, endowment, clinical, service centers, general funds, operating) and for each type is aware of the sources of revenue and expense for each and variables of influence.
  • Approves transactions and understands requirements and compliance issues related to each.
  • Submit eforms and plans payroll distributions and advises expertly others on related issues.
  • Runs reports to analyze accounts and transactions and presents via excel, pivot tables, power BI, etc.
  • Leverages relationships with the operational financial leaders.
  • Performs quality checks on data from SAP and escalates concerns and questions.
  • Maintains Shared drives and records.
  • Recommends steps and executes plan to resolve issues with internal controls or reporting integrity based on knowledge of financial infrastructure.
  • Financial reporting and projections for PI and business units.
  • Ability to create and implement budgets and justification for sponsored and Non-sponsored awards.
  • Full understanding of Pre-Award process for the submission of federal awards, gifts, and other funding sources from a variety of sponsors, foundations, businesses.

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 2-3 positions.
  • Attend and represent the SON as needed at monthly meetings (SON, SON Faculty, JHURA, SPSS etc.) and participate on special projects.
  • Ensure staff meet all key performance indicators for their position.



Other

  • Other duties and projects as assigned.


Contacts

  • Internal: Department of Medicine Administration, Dean's Office, Research Administration, Business Office, Shared Services, Equipment and Space Accounting, other departments and divisions in the JHU and JHHS.

Special Knowledge, Skills, & Abilities

  • Knowledge of accounting and budgeting theory and practice, 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.
  • Thorough knowledge of external federal guidelines/procures for grants and contracts including NIH, NS, DOD, and NASA.
  • Strong communication skills as well as tact and discretion.
  • Intermediate knowledge of Excel.


Minimum Qualifications
  • Bachelor's Degree.
  • 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.
  • 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. 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.


Preferred Qualifications
  • Master’s Degree.

Classified Title: Grants & Contracts Manager
Role/Level/Range: ATP/04/PE
Starting Salary Range: Min $72,600 - Max $127,000 Annually ($99,800 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday 8:30 - 5:00
Exempt Status: Exempt
Location: Remote
Department name: Research Finance
Personnel area: School of Nursing

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.


The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, theJHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

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 Talent Acquisition Office atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visitaccessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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.

Note: Job Postings are updated daily and remain online until filled.


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 at jhurecruitment@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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm
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