Provide dedicated para-professional level sponsored funds support for more than 80% of the time with specific responsibility for pre-award and post-award functions that includes, but may not be limited to assisting with: proposal preparation, budget preparation, account reconciliation, billing/invoicing, standard report writing, and close-out procedures. May assist with some aspects of non-sponsored funds (general funds and gifts); however, the primary goal of this position is to support the timely, effective and efficient functioning of sponsored funding.
Specific duties and responsibilities:
Administer the grant awards process for the Packard Center's general research program as well as the Answer ALS Research Program.
Coordinate and manage the grant review process
Field questions regarding the application process.
Work with Science Director to identify appropriate advisors to review grant application.
Continue to monitor review pipeline to make sure grant is advancing.
Once review process is complete, communicate grant status to PI along with any recommendations from reviewers.
Work with departmental finance offices to establish funding pathways for grants awarded to internal JHU researchers
Collaborate with Executive Director, Science Director and Advisory Board to coordinate grant accounts.
Periodically authorize funding transfers to established accounts.
Work with research administration offices at various entities as well as with the Office of Research Administration (ORA) at Hopkins to establish funding pathways for grants awarded to external (non-Hopkins) researchers
Collaborate with Executive Director, Science Director and Advisory Board to coordinate subcontracts and purchase orders to ensure quick, efficient disbursement of funds to external researchers.
Review and authorize payment of funding invoices from external researchers and vendors.
Trouble shoot and provide guidance and expertise on grant administration issues and best practices.
Set-up and maintain independent contractors.
Monitor reporting and compliance with funded researchers and outside institutions.
Maintain detailed records and electronic files of all grant transactions and progress.
Work closely with the Executive Director and Answer ALS program team to assist in program development and administrative structure
Report on status and funding history of all Packard-administered Answer ALS grants at monthly budget meetings.
Communicate frequently with Principle Investigators (PIs) and project managers via conference calls and email to determine best strategy and logistics for funding multi-site, complex research projects.
Assist the Financial Analyst to develop quarterly reports for the Answer ALS Advisory Board.
Assist the Financial Analyst to develop quarterly reports for Answer ALS investigators.
Oversee the planning and staffing of the Packard Center's annual ALS Research Symposium, a 3-day off-site event involving 180 international researchers and guests. The event is immediately followed by a 2-day Answer ALS meeting. The Program Coordinator will work closely with Answer ALS staff to help synergize the events but will not bear primary responsibility
Work directly with hotel to ensure rooms, catering, meeting space and technology needs are met and within budget.
Work directly with off-site venues needed for evening events connected with the symposium.
Develop and communicate registration information.
Process incoming registrations and maintain master rooming list.
Work with Science Director to develop program and agenda for the 3-day meeting.
Coordinate topics, timing and special needs with scheduled PIs and speakers.
Coordinating and supervise staffing of the event. Provide oversight and troubleshooting throughout the 3 days.
Coordinate and staff the Center's monthly investigators' meetings and speakers, including online meeting hosting
Work with the Science Director to determine speakers and agenda for each meeting.
Communicate with speakers and coordinate any special needs.
Distribute meeting announcement; coordinate rooming needs for attendees.
Secure catering needs.
Provide oversight and staffing of the meeting, including monitoring online component.
Review and authorize payment/reimbursement of travel expenses as needed.
Meet regularly with leadership, program managers and development staff to discuss and negotiate logistical and administrative challenges.
Create quarterly research funding reports for Financial Analyst for review and reconciliation.
Creates reports as needed for donor
Minimum qualifications (mandatory):
High School/GED with 3 years administrative/budgeting experience required.
Experience in planning, organizing and implementing both small and large meetings.
Experience in working with faculty and professionals of diverse educational and cultural backgrounds.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Bachelor's degree preferred.
Experience with grant administration and/or project management is highly desired.
Special knowledge, skills, and abilities:
High attention to detail and ability to coordinate and monitor workflow involving multiple offices and departments both within the University as well as external institutions.
Excellent communication skills.
Able to work independently, employing discretion, poise and diplomacy.
Classified Title: Grants and Contracts Specialist
Working Title: Grants and Contracts Specialist
Starting Salary Range: $16.58-$22.80 (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30am
Exempt Status: Non-Exempt
Location: 04-MD:School of Medicine Campus
Department name: 60003676-Packard Center for ALS Research
Personnel area: Johns Hopkins University
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 firstname.lastname@example.org. 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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