Grants & Contracts Specialist

Job Req ID: 113457

Grants & Contracts Specialist

We are seeking a Grants & Contracts Specialist who will report to the Financial Manager and is responsible to assist with the fiscal administration of all pre and post research grants, contracts, gifts, sponsored and non-sponsored awards in the Department of Biochemistry & Molecular Biology. Will assist with the fiscal guidance and support to faculty and students.

Serve as liaison with Research Administration and Sponsored Projects Service Center. Manage accounts throughout the award lifecycle. Post Departmental Graduate Aid (DGA) and System Applications and Products (SAP) transactions.

Reconcile and maintain supporting systems and databases and provide support during annual general funds budget and closing processes. Coordinate submission of grants and contracts including training grants for faculty and students (including budget development). Keep abreast of laws and regulations that apply to sponsored projects and designated funds. Monitor tuition revenues for various academic programs.

Prepare and coordinate statement of appointment forms needed for training grants. Prepare financial reports on revenue and expenditures for various budgets including grants and non-sponsored funds. Assist with special projects as needed.

Specific Duties & Responsibilities

• Understand and utilize institutional policies for pre-award grant process and sponsor guidelines.

• Support faculty and other research staff in preparing, collecting and reviewing technical requirements of application for submissions to various federal offices, private agencies/foundations and commercial companies at the direction of more senior research staff. Review prior to them being forwarded to the Grants & Contracts Manager and ORA for signature.

• 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, etc.

• Support all relevant post-award responsibilities, as requested by senior members of the grants & contracts team, including distributing budgets into the internal financial system, account reconciliation, effort reporting, cost transfers, paying invoices, closeouts and related faculty support.

• Maintain ongoing updates and communications related to current grants and contracts, this includes regular reconciliation and reporting to research management.

• Maintains tracking systems to ensure timely setup of annual contracts, modifications of incoming sponsored awards, programmatic reporting to sponsors, outgoing subaward contracts and processing of outgoing subaward invoices. Communicate upcoming due dates to research management.

• Help coordinate collection of information need for sponsored programmatic reporting requirements to ensure report submissions adhere to internal deadlines and policies.

• Help provide support and backup coverage for administrative support, including but not limited to coordinating travel requests from faculty, submitting reimbursement requests as a delegate on behalf of faculty, coordinating meeting times and sending calendar invites.

• Provide updates to the tracking system to support timely processing of administrative duties.

• Acts independently to ensure appropriate steps are taken to adhere to internal deadlines based on information in the tracking system.

• Process pcard transactions, account payables, and Purchasing requests as needed for faculty, staff and students.

• Special projects as requested.

Knowledge, Skills & Abilities

• General knowledge of accounting and budgeting theory and practices preferred.

• General knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.

• General understanding of external Federal Guidelines and procedures regarding grants and contracts preferred.

Minimum Qualifications

• Bachelor's Degree.

• One 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.

Classified Title: Grants & Contracts Specialist

Role/Level/Range: ATP/03/PB

Starting Salary Range: $45,700 - $80,000 Annually ($55,000 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: Monday to Friday: 8:30 am - 5 pm

Exempt Status: Non-Exempt

Location: Hybrid/School of Public Health

Department name: Biochemistry and Molecular Biology

Personnel area: School of Public Health

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, the JHU 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:

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 at jhurecruitment@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 visit https://accessibility.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 upon 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.

Hybrid: On-site 3-4 days a week