Grants & Contracts Specialist

We are seeking a Grants & Contracts Specialist who will provide entry level professional sponsored funds management for more than 80% of time with specific responsibility for pre-award and post-award functions in the Department of Biostatistics that include, but may not be limited to: proposal preparation, budget development, document editing, effort management, account maintenance and oversight, billing/invoicing, reporting, and closeout. This role may manage less complex grants through the submission stage, with necessary oversight and direction. Most of these responsibilities will involve outgoing and incoming subawards. While this role may assist with some aspects of non-sponsored funds (general funds and gifts), the primary goal of this position is to support the timely, effective and efficient functioning of sponsored funding. This is a non-exempt position and reports jointly to the Department Administrator and Sr. Grants & Contracts Analyst, and works closely with a team of other analysts.

Specific Duties & Responsibilities:

• Partner with Department of Biostatistics faculty and/or budgetary staff toward the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies.
• Work with faculty to create and coordinate documents, including creating budgets with appropriate direct and indirect costs, processing required internal documents for JHURA, completing required sponsor documentation such as NIH face page, R&R budget templates and checklist, Other Support, and Biosketch documents.
• May work with representatives from JHURA, under the guidance of more senior members on the departmental research team.
• Understand and utilize institutional policies for pre-award grant process and sponsor guidelines, as noted on Requests for Applications and other funding opportunities.
• Enter information into University and sponsor related application platforms including COEUS and ASSIST. May assist, under direction of senior staff, in completion of applications on more complex platforms associated with other federal, non-profit, and commercial sponsors.
• Review all sponsored project proposals for assigned grants of moderate complexity, prior to them being forwarded to the Sr. Grants &. Contracts Analyst and JHURA for signature. Review involves accuracy, content, adherence to all relevant guidelines.
• Provide instruction, preparation assistance and support related to grant application procedures, at the direction of the Sr. Grants and Contracts Analyst.
• Serve as liaison between research units, central offices and funding agencies for grants of moderate complexity.
• Under direction of senior grants staff, coordinate documentation required for pre-award Just-in-Time processes, including faculty documents, budgetary information, and required certifications. Work with JHURA to submit in timely manner.
• Review budgets and related justification for appropriateness and completeness of content. Ensures that all applicable and indirect costs have been applied. Involves more senior members of the research team for direction, as needed.
• Ensure compliance in all other areas related to grant and contract management, including sponsoring organization guidelines, internal protocols, accurate protocol information within grant documents, conflicts of interest, human subjects research certification, etc.
• Coordinate related details for all assigned grant submissions to ensure timeliness and accuracy.

• Maintain ongoing updates and communications related to current grants and contracts, this includes regular auditing and reporting to principal investigators and research management. May assist with closeouts as needed.
• Assist with award setup details, after grant number is assigned. Process and distribute payroll information to faculty and financial staff.
• Under direction of senior members of sponsored research team, process JHURA checklists and complete Shopping Carts for purchase orders for outgoing subawards on assigned grants. Liaison with subrecipient and JHURA during award, to coordinate funding agreements and modifications.
• Reconcile assigned accounts on a regular basis. Under direction of Sr Grants and Contracts Analyst, provide information to faculty and assist with problem-solving and adjustments.
• Support all relevant post-award responsibilities, as requested by senior members of the grants & contracts team, including non-payroll cost transfers, paying invoices, closeouts and related faculty support. Assist with setting up allocations on assigned awards as needed.
• Maintain effort monitoring charts on regular basis for assigned faculty, corresponding with financial staff and providing guidance to faculty in matters associated with effort allocations. Process payroll cost transfers (e-forms) as needed. Pre-review assigned faculty and students in Effort Reporting System and confirm certification in timely manner.
• Monitor effort for student advisees and research assistants of assigned faculty, processing e-forms as needed.
• Process journal transfers and create statements on a quarterly basis for Biostatistics Computing Support Service (BCSS) Center, as associated with assigned faculty cohort.
• On a regular basis, reconcile departmental non-sponsored (discretionary) accounts for assigned faculty. Under guidance of supervisor, relay and resolve any discrepancies.

Minimum Qualifications (Mandatory):

• Bachelor’s Degree required, with 1 year of administrative/budgeting experience.
• 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.

** 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.

Special Knowledge, Skills & Abilities:

• General knowledge of accounting and budgeting theory and practices required. General knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.
• Ability to understand when additional direction/expertise is needed on matters of complexity. Able to make decisions on a daily basis, within pre-determined guidelines and parameters.
• Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
• General understanding of external Federal Guidelines and procedures regarding grants and contracts.

Classified Title: Grants & Contracts Specialist
Role/Level/Range: ATP/03/PB
Starting Salary Range: $22.55 - $30.97/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30-5 pm
Exempt Status: Non-Exempt
Location: Hybrid/School of Public Health
Department name: Biostatistics Administration
Personnel area: School of Public Health

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. 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.

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