The Grants & Contracts Manager is responsible for all activities related to the sponsored, non-sponsored projects and service centers within a department, center and/or division. Will oversee the pre-award, post-award and closeout activities for a variety of grants/contacts with varying levels of complexity. This role also manages a staff of two or more professional and para-professional level positions. The Manager serves as first point of contact and resource guide for department faculty and analysts for the planning and development of budgets for submission with grant packages to various federal agencies, private agencies, foundations and commercial contract proposals. This includes providing instruction for protocol, regulations and guidelines pertinent to the agency/or university.
Specific Duties & Responsibilities:
30% Supervision/Performance Management:
(For employees who supervise others.)
In collaboration with the management team identify the business requirements
of the department and determine staffing needs.
Conduct interviews and make recommendations for hire.
Supervise and coordinate activities and workflow of two or three Grants & Contracts Analysts/Specialists
(GCAs/GCSs) and two or three Sr. Grants & Contracts Analysts (Sr. GCAs).
Set employee goals and objectives.
Plan, prepare and revise work schedules and assignments according to need.
Review performance data and executive summaries monthly to monitor and measure productivity, goal progress and activity levels.
Conduct mid-year and annual reviews.
Identify performance gaps and potential performance interventions.
In conjunction with the staff member identify training and development
opportunities to improve performance and assist with career goals. This may include one-on-one mentoring or group training.
Provide ongoing feedback and constructive criticism.
Resolve conflicts that interfere with the productivity of the department and seek
HR input as needed.
Promote a positive climate to improve productivity and increase performance.
Encourage continuous learning to enable staff to grow in their roles.
Review and approve payroll transactions such as ISRs and E-forms.
Oversee & track pre-review and signing of effort certification, follow up on any issues that need resolution and ensure completion quarterly and semi-annually for GCAs & Sr. GCAs.
Review and approve E210s online, leave usage and accrual documents.
Collaborate with the management team and GCAs & Sr. GCAs to develop and manage budgets (i.e. operating budget).
Facilitate the preparation and analysis of reports for the department's senior
management and the Dean's Office.
Is responsible for high level oversight of sponsored, non-sponsored and service center activity for assigned groups.
This includes the review and approval of budgets and budget justifications for appropriateness, accuracy and completeness of content and comparing budget detail to budget justification for consistency and review of executive summaries for the groups PIs.
Oversee the closeout of grants and contracts including review of final
Financial Status Reports (FSR).
Review and approve SAP documents such as Shopping Carts, Non-payroll
Cost Transfers, ISRs & on-line check requests.
Complete sample audit of monthly Pl account reconciliations to ensure both
compliance and accuracy.
Review and approve transactions posted to JHU procurement cards.
Review terms and conditions of sponsored awards with GCAs & Sr. GCAs to ensure compliance with expenditure and reporting requirements.
Review and approve travel as needed.
Serve as backup for Sr. GCAs as needed during times of absence or heavy work load.
Oversee the management of non-sponsored accounts including start-up, banking, special
events or other accounts.
20% Financial Management & Oversight:
Work in concert with the Department’s Administrator, Sr. Financial Manager and other Grants & Contract Manager to determine the general, financial and administrative services required to plan and execute strategic initiatives and to bring about increased productivity and cost effectiveness.
Seek alternative or innovative solutions to problems, and collaborate with the
other managers, PIs and staff in problem resolution.
Ensure the overall administrative and operational support of the department
and oversight of research functions.
Act as a resource for the faculty, researchers, other managers and staff on
Work closely with the department Administrator, Sr. Financial manager and department Chair to ensure compliance with departmental policies and procedures, JHU internal controls and government regulations to effectively carry out the mission and long- term goals of the department and institution.
Assess current policies and practices and develop and implement new administrative processes and procedures in collaboration with the Department Administrator, Sr. Financial manager, other managers and department Chair.
Assist the Department Chair, Administrator and Sr. Financial Manager with completion of internal and external surveys.
Work closely with the GCA/Sr. GCA and oversee the annual service center review to ensure completion prior to meeting with the Chair, PI, Department Administrator and Sr. Financial Manager.
10% Human Resources/Payroll:
Serve as the liaison between the HR Generalist and faculty, staff and students.
Review and approve staff E210 records for leave accruals and balances.
Review and approve ISRs that are completed by the HR Generalist when the GCAs or Sr. GCAs are unavailable.
Ensure that employees are paid timely and control salary issues and overpayments are resolved in a timely manner.
5% Facilities Management
In Coordination with the Administrator, oversee general facilities operations for the department, including space allocation, renovation and resource monitoring.
Work with the GCAs and Sr. GCAs to manage space needs and assignments for all current and newly arriving group members.
5% Academic Affairs Management
Ensure information is appropriately communicated between Academic Affairs and the GCAs and Sr. GCAs.
Carry out other duties as assigned
Minimum Qualifications (mandatory):
Minimum of five to seven years’ management level experience including three years of progressively responsible experience.
Additional directly related experience may be substituted for education to the extent permitted by the JHU equivalency formula
Special Knowledge, Skills, and Abilities:
Serve as department/division liaison for Departmental Sponsored Projects Office, Office of Research Administration and University Shared Services.
Partner with and act as final point of contact with departmental faculty and/or budgetary staff and the Office of Research Administration toward the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies.
Responsible for departmental pre-review of complex proposals.
Manage process of final grant package presentation and approval with the Office of Research Administration.
Responsible for the timely preparation of proposal budget for Principal Investigator Review.
Revise and advise on approved budget changes to awarded grants/contracts.
Manage the sponsored and non-sponsored portfolios of various departmental faculty.
Develop and oversee the maintenance of budget monitoring systems for JHU departmental funds. Review SAP reports, analyze variances and take appropriate action.
Manage internal sponsored audits and the development of an account reconciliation system for sponsored accounts.
Develop reports for forecasting and trending of expenditures of awards.
Manage the process of delivering the technical and financial reports for private and government sponsors.
Provide on-going guidance, facilitation & expertise to faculty in their grant pursuit efforts by providing analysis of all grant and contract applications.
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.
Maintain ongoing updates and communications related to current grants and contracts, this includes regular auditing and reporting to principal investigators on financial status of grants, contracts and discretionary accounts. Also provide relevant updates and reports to departmental leadership as needed.
Provide regular reporting to principal investigators on financial status of grants, contracts and discretionary accounts. Assist with closeout of grants and contracts.
Ensure that related post-award processes are coordinated appropriately by members of the grants & contracts team, including setup, review, account setup verification, and ensuring that staff are setup appropriately.
Ensure that post-award responsibilities are completed, including budget distribution, account reconciliation, e-form setup, effort reporting, cost transfers, paying invoices and paperwork finalization related to subcontract setup.
Oversee and direct all aspects of complex award management activities and provide oversight to other members of the grants & contracts team, including monitoring and managing accounts, audits, and evaluations and reporting.
Provide information and direct assistance required to complete contract and grant closeouts as needed. Ensure that all closeouts handled by other members of the grants and contracts team have been handled appropriately.
Ensure compliance in all other areas related to grant and contract management, including compliance registrations, safety and environmental health issues, internal protocols, conflicts of interest etc.
Manage the performance and efficiency of other members of the departmental grants and contracts team.
Requires excellent interpersonal, oral and written communication skills to interact with employees at all levels of the University.
In collaboration with the department's senior leadership, the ability to develop and execute strategy.
Record of accomplishment in managing others such as:
Skill in recruitment, development and performance measurement of staff with goals of achieving optimal productivity while maintaining a professional office environment or taking corrective actions.
Ability to recognize individual differences in skills and abilities to assign tasks appropriately,
Ability to engage employees, prioritize work for staff and self, and manage time.
Skill in identifying short- and long-term problems, strengths and weaknesses of current practices, alternatives, and implementing creative solutions to address complicated issues.
Ability to manage budgetary matters at both high oversight and detailed analysis level.
Knowledge of federal regulations related to sponsored funding for educational institutions (OMB Uniform Guidance).
Working knowledge of electronic proposal submission systems, i.e. NIH commons, Fastlane, Grants.gov, NSPIRES, ASSIST, GMS and other systems for proposal submission.
Knowledge using SAP, Analysis, Coeus, Filemarker Pro, Dashboards and other systems for project tracking and effort reporting.
Understanding of general accounting principles and practices.
Ability to analyze data to project revenues and expenditures.
Able to work in a team and embrace a hands-on approach to management.
Capable of demonstrating confidence and assertive diplomacy in sensitive situations.
Knowledge and understanding of JHU's mission, policies and practices in budgeting, finance, human resources and sponsored projects.
Proficient in the use of Microsoft software applications such as Excel, Word, PowerPoint and Outlook.
Ability to model professional behavior that will promote positive interaction between co-workers and customers to achieve a higher level of service, increase office productivity and improve the public image of the institution.
Supervisory responsibility (indicate the number and type of persons supervised by incumbent):
Supervise and coordinate activities and workflow of two or three Grants & Contracts Analysts/Specialists (GCAs/GCSs) and two or three Sr. Grants & Contracts Analysts (Sr. GCAs).
Classified Title: Grants & Contracts Manager Role/Level/Range: ATP/04/PE Starting Salary Range: $69,140 to $95,005 annually Employee group: Full Time Schedule: M-F, 8:30 am - 5:00 pm Exempt Status: Exempt Location: 01-MD:Homewood Campus Department name: 10001373-Physics and Astronomy Personnel area: School of Arts & Sciences
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 email@example.com. 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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