Specialist will provide entry level professional sponsored funds management for more than 80% of time with specific responsibility for pre-award and post-award functions that include, but may not be limited to: proposal preparation, budget development, 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. 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.
The primary focus and duties of this position is for the “Pre-Award” responsibilities as detailed below. The “Post-Award” responsibilities may be a part of the duties for this position, but it would not be a primary focus or responsibility.
Employees in this role function independently when working on less complex grants and contracts responsibilities. General proficiency with grant/contract preparation and management is expected. The Specialist has some involvement with more complex grant management, under the direction and oversight of a more senior member within the research function.
Types of sponsored awards for which the position is responsible:
This position assists with pre and post award support responsibilities for simple to moderately complex grants/contracts, including those from NIH, NSF, DOD and NASA. These grants, contracts and awards may involve moderate budgets, Foundation grants and Subawards from other institutions on their federal pass-through grants.
Primary Duties and Responsibilities:
Partner with departmental faculty and/or budgetary staff toward the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies. May work with representatives from ORA, 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.
Review all sponsored project proposals for assigned grants of moderate complexity, prior to them being forwarded to the Grants & Contracts Manager and ORA 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 and/or Grants and Contracts Manager.
Serve as liaison between research units, central offices and funding agencies for grants of moderate complexity.
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.
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.
Support all relevant post-award responsibilities, as requested by senior members of the grants & contracts team, including account reconciliation, effort reporting, cost transfers, paying invoices, closeouts and related faculty support.
Education and Experience:
Bachelor’s degree required, with 1 year of administrative/budgeting experience.
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.
Additional Applicable Information:
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 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.
Classified Title: Grants & Contracts Specialist Working Title: Grants & Contracts Specialist Role/Level/Range: ATP/03/PB Starting Salary Range: $22.32-$30.66 Employee group: Full Time Schedule: Monday-Friday/8:30am-5:00pm/37.5 hours Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002799-SOM DOM General Admin Chairmans Offf Personnel area: School of Medicine
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