Classified Title: Grants & Contracts Analyst Working Title: Grants & Contracts Analyst Role/Level/Range: ATP/03/PC Starting Salary Range: $50,200 - $69,089 Employee group: Full Time Schedule: M-F 8:30-5 Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department name: 10002813-SOM DOM Infectious Disease Personnel area: School of Medicine
This position will coordinate all activities related to the sponsored award process for the John G. Bartlett Specialty Practice contracts that support and/or augment clinical care. The funding sources include Ryan White Part A and B grants administered through the Baltimore City Health Department (BCHD), Maryland State Department of Health and Mental Hygiene and/or Associated Black Charities and the Centers for Disease Control and Prevention (CDC) The position is also responsible for the sponsored award process for BCHD Department STD Clinics, which are contracts that support and/or augment clinical care in the Druid and Eastern STD Clinics. The funding source is generally BCHD and includes funds from Ryan White Part A and B, the CDC, BCHD general funds, etc. This position will work with the Office of Sponsored Projects in the Department of Medicine, The Office of Research Administration in the School of Medicine, the Finance Office in the Johns Hopkins University and external funding agencies, such as Baltimore City Health Department and Associated Black Charities, to process contract applications. In addition, this position will prepare and review grant and contract proposals, and provide guidance in the interpretation and implications of applicable grant terms and conditions.
The position is responsible for the management of post-award activities including the allocation of budgets, ensuring funds are expended correctly according to university and grant guidelines, processing journal entries and cost transfers as needed, reconciling reports and financial data, and managing the closeout and Financial Status Reporting process.
This position will work directly with project PIs, Co-Is and administrative staff to insure effective, accurate and timely grant proposal development, budget allocation, project initiation, and maintenance and reporting of all financial activity.
Duties and Responsibilities:
Develop and prepare financial reports for forecasting and results analysis for faculty and the Department of Medicine. Advise faculty and staff on changes in sponsored research policies. Submit and coordinate submission of grant proposals ensuring that all applicable direct and indirect cost rates have been applied. Confirm that anticipated promotions and other increases are calculated into the cost of project. Create and manage the setup of the RW and BCHD contracts for Bartlett Clinic. Review budget justification for appropriateness and completeness of content. Verify compliance with sponsoring organization's guidelines and JHU's policies and procedures. Assist Principal Investigators (PI) in completion of required information for grant proposals. Responsible for tracking grant/contract proposals and other documentation through signature/approval processes. Plan and attend monthly meetings with the PIs of the RW contracts and key players within the Bartlett Clinic. Identify budget issues, make recommendations to address concerns, and resolve problems. Allocate salaries to assigned budgets and reconcile salary support quarterly to ensure these remain within projected budgets and comply with Percent Effort reporting. Ensure compliance with university and/or agency regulations and restrictions (i.e., NIH regulation, JHU IRB compliance, ERS, other support, etc.). Assist in the tracking of proposals and other sponsored research documentation through the signature/approval processes. Responsible for coordination of large grant proposals, reviewing and approving all sponsored budgets, budget justifications, and other required administrative data.
Verify compliance with sponsoring organizations' guidelines, as well as with relevant University policies and procedures. Assist Principal Investigators in completion of required information. Verify faculty compliance with institutional IRB, ERS, etc. Coordinate submission of large grant proposals ensuring that all applicable direct and indirect cost rates have been applied. Responsible for tracking proposals and other documentation through signature/approval processes. Work with Payroll staff to transfer expenses of faculty and staff off of Control Salary account. Utilize divisional database to track active and pending awards
Assist with compliance issues for sponsored research (i.e. cost transfers and effort reporting). Prepare and review various paper and electronic forms such as journal vouchers, payroll, check deposits, and purchase orders. Prepare and review electronic budgets, budget changes, and expenditure transfers. Provide interim and final reports to sponsor agencies. Participate in monthly ID Administrative Staff meetings
Bachelor's degree in finance, accounting, or other related field required.
Two years of experience in sponsored research and financial positions, preferably in an academic or medical setting required. 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.
Extensive knowledge of and experience with contracts and grant cooperative agreement terms and conditions, administrative rules, cost principals and regulations under OMB guidelines. Knowledge of US Government and private cost principles as well as grants and contracts management. Experience with Johns Hopkins University financial accounting system (SAP) strongly preferred. Enjoys working in a highly paced environment and working as a team participant.
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.
Special Knowledge, Skills, and Abilities:
Knowledge of accounting and budgeting theory and practices. Ability to make independent judgments 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 concurrent deadlines. Very strong organizational skills, analytical and problem solving abilities, and attention to detail. May oversee or coordinate the work of others. Ability to maintain confidentiality. Strong interpersonal and communication skills, both oral and written. Ability to effectively interact with all levels of University and Hospital employees as well as outside contacts. Proficient in the use of SAP, Microsoft Excel, Word, PowerPoint, and the internet. Ability to use independent judgment for decisions to meet JHU/ORA and external deadlines. Demonstrated ability to coordinate projects independently and work constructively as part of a team.
Thorough knowledge and understanding of the Johns Hopkins University accounting system and related fiscal offices. Specific knowledge of the operation of the Division and Department preferred.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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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