Founded in 1893, the School of Medicine (SOM) is the academic medical teaching and research arm of The Johns Hopkins University. With a budget of over $2 billion, the SOM has consistently been among the nation’s top medical schools in the number of research grants awarded by the National Institutes of Health (NIH) and in having as its major teaching hospital, The Johns Hopkins Hospital (JHH). JHH was ranked the best hospital in the United States for 22 years by U.S. News & World Report. Sixteen Nobel laureates associated with the SOM as alumni and faculty have won the Nobel Prize in Medicine or Chemistry, two of which, are current faculty. Fifteen current faculty are members of the National Academy of Sciences. The SOM offers an M.D. an M.D./Ph.D. and 19 other graduate programs. In the current year, there are over 1,250 medical and doctoral students, and more than 2,700 full-time faculty.
This position will coordinate all sponsored project activities in the Division of Hematology, Endocrinology & Nephrology. This position reports directly to the Division Administrator & Grants & Contracts Administrator of the Department of Medicine. The ideal candidate will oversee the pre-award, post-award and closeout activities for a variety of grants/contracts, with varying levels of complexity. This role also manages a staff of professional and para-professional level positions. The Grants & Contracts 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 on protocol, regulations and guidelines pertinent to the agency/or university.
The ideal candidate will provide broad/in-depth guidance on protocols, regulations and guidelines to PI and other scientific/research professionals, both within the University and with other associated research/administrative professionals outside of the University. This position offers guidance and learning support to Grants & Contracts Analysts, Specialists and Coordinators within the Division of Hematology, Endocrinology & Nephrology. This position is responsible for assessing training needs, as well as coordinating and facilitating staff training. One works closely with faculty and staff on complex awards and submissions; provides ongoing staff training; disseminates information on new regulations and compliance rules; provides quarterly and annual sponsored funding reports as needed to department, center and/or division leadership as required. S/he will act as the final point of contact for the department, center, and/or division with faculty, grants and sponsored research staff.
This position works independently on a variety of complex level grants/contracts, including, but not limited to: oversight of all NIH grants, including R01, R01/RFA, R34, K08 or K23, F32, T32, P50 multi-project (including grants with highly detailed budgets, multiple projects, Cores and Subawards), Investigator-initiated Dept. of Defense grants, higher complexity Foundation grants, pharmaceutical company clinical trials. May also assist Analysts with details related to Subawards from other institutions on their R01 grants.
Specific Duties & Responsibilities
I. Sponsored Projects- POST-AWARD
Responsible for reviewing all Notice of Grants Awards from sponsor forwarded from the Office of Research Administration. This review is based upon accuracy, content, adherence to institutional, government, and other sponsor guidelines.
Work cooperatively with research shared services to ensure grant accounts are established in a timely and accurate fashion.
Bring SAP errors to the attention of Sponsored Shared Services accountants.
Provide additional documentation to the sponsor which is made a condition of funding release (other sources of support, etc.).
Request allocation accounts for and from other departments to provide accountability and transparency into collaborative science, and to manage overspend risk.
Request pre-award accounts to accurately reflect expenses on a project in situations where Sponsored Shared Services does not have the right documentation to clear the funding for spend in SAP.
Make a risk assessment and requests a pre-award account on behalf of the division where he/she agrees it is probable that the funding will be released (the risk is borne by the department).
Following activation of funding in SAP by Sponsored Shared Services, distributes the available budget into expense categories in SAP.
Manage control salary report.
Manage effort compliance: serves in effort administrator role and ensures pre and post review of effort and effort certification by individuals.
Respond to all ad hoc reporting requests not fulfilled by the JHU controller’s office, from both outside agencies and SOM departments, including requests for documentation to support sponsored audits.
Respond to requests for information about PI activities and funding, to support grant applications made by both Cardiology and other departments (e.g. training grant applications).
Prepare variance reports on research actual results verses budget. Works with Faculty and staff within the Division to identify reasons for variances and resolve problems or balances on research accounts.
Work with Sponsored Shared Services Accountants and Mangers to verify financial data and update and correct it as necessary in support of the final financial “FSR” report required to be made to the granting agency at grant closeout.
Validate or generate invoices, as required, often to private granting agencies.
Carefully monitor unique terms and conditions for non-federal support.
Communicate with the controller’s office to process invoices and reports to sponsoring agencies as necessary.
Create systems to provide internal support to ensure knowledge and improvement in post-award management within the Division
Serve as a liaison with Research Administration, DOM Administration, SOM Business Office, Shared Services, the General Counsel’s Office, et al.
Monitor and approves costs transfers for late reasons and works with Faculty to reduce incidents of cost transfers, especially outside a reasonable time period.
II. Sponsored Projects- PRE-AWARD
Review budget justification for appropriateness and completeness of content.
Compare budget detail to budget justification for consistency.
Verify compliance with sponsoring organizations’ guidelines, as well as with relevant University policies and procedures.
Assist Principal Investigators in completion of required information. Ensure appropriate F&A rates are assigned.
Reviews tables from scientific section if indicated to crosscheck against information presented in budget.
Assure JCCI and Animal protocol numbers are valid.
Provide the groundwork for subcontract negotiations, including review for Hopkins-friendly contract language prototypes, and even mathematical corrections to subcontract proposals from other institutions.
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.
Maintain grants database system for tracking active and pending awards by fiscal year, and/or individual investigator.
Facilitate and/or produce specialized sponsored projects reports.
III. Operational Finance:
Understand financial systems at Johns Hopkins School of Medicine, including, but not limited to: Coeus, eRA Commons, SAP (ECC and Analysis), CUFS (legacy), and JPMorgan Chase Payment Net.
Versed in SAP finance data infrastructure: Fund Numbers, Cost Centers, Internal Order numbers, GL codes, and the purpose for each category.
Understand HR SAP data infrastructure such as Org unit, personnel number, position number, wage type as these are used in financial planning and analysis.
Understand financial transaction types and the advantages, restrictions, and compliance issues with each. These include purchasing and purchasing authorizations, legal documents, such as leases, purchase orders, purchasing cards, corporate travel cards, and SAP transactions including shopping carts, check requests, invoice payments, and cost transfers.
Knowledgeable about controller’s office policies for purchasing, accounts payable, supply chain, accounts receivable, and effort.
Understand SOM account types (sponsored, dowry, gift, endowment interest, royalty, internal grants, clinical, service center, general funds, and operating accounts. For each account type, is aware of the sources of revenue and expense for each, and the variables which influence each.
Knowledgeable about the individual accounts (IOs) within the account type categories above.
Aware of accounts’ origin, ownership, and whether the accounts are a “going concern” or an exhaustible source of funding.
Specifically responsible for execution and/or management of the following activities:
Approval of SAP transactions for all types of sponsored accounts.
Manage sponsored team members that are responsible for approval of procurement cards.
In approver role, checks balances or reports to make decisions about whether the funding source requested in a transaction is available for use.
Validates supporting documents for transactions, and GL coding for a transaction.
Responsible for following up with individuals responsible for submitting transactions where there is a need for additional information to support a transaction, or for policy training or technical support. Notes reasons for rejection for any transaction that allows notes. Works with individuals to help them understand financial transactions and policies. Tactfully communicates decisions.
Responsible for submitting eforms to maintain and manage payroll distributions for service center, clinical, and administrative employees.
Run reports for analysis – SAP. Formats reports or executes pivot tables for optimum analysis.
Leverage relationships with the operational financial leaders
Perform quality checks on data from SAP. Where quality is in question, escalates concerns and questions
Maintain a high degree of personal integrity and discretion in day to day operational finance, maintaining confidentiality about salary information, dowry and account balances and startup packages, overspent accounts, staffing adjustments, and the strategic objectives that inform day to day decisions.
Recommend steps and executes plan to resolve issues with internal controls or reporting integrity based on knowledge of financial infrastructure.
Maintain divisional financial records on the shared drive.
IV. Financial Reporting & Research
Provide regular sponsored financial reports to PIs.
Answer questions, researches transactions and explains balances as necessary.
Prepare and submit reports to external agencies as required in non-sponsored arena.
Make significant contributions in working sessions to understand what her research results mean, and what to do with the results going forward.
Solve operational problems that arise by recommending and implementing new processes, educating stakeholders, or providing more regular information to stakeholders.
V. Financial Planning
Responsible for all funds budgeting for all Sponsored Accounts.
Analyze components of revenue and expense for a subset of accounts to increase budgeting accuracy.
Roll each expense type into major all funds categories and submit budgets formatted in the budget template.
Participate in discussions, make recommendations, and implement long range operational finance goals.
Participate in discussions and make recommendations for internal fiscal policies and procedures
Serve as one of the Department’s finance and administrative staff who act as a liaison with university and hospital areas such as the School of Medicine’s Business Office, Research Administration, Research Accounting, Dean’s Office, Human Resources, JHU Controller’s Office, Tax Office, and JHH Finance Office.
Manage Effort Reporting- quarterly reconciliation between payroll allocations and faculty effort in accordance with governing grant principles.
Manage a team of Grants and Contracts Analysts.
Coordinate with other departments for financial activity involving assigned Department such as research grants and contracts involving the department faculty.
Internal: DOM Administration, Division Administration, Research Administration, Business Office, Shared Services, Equipment and Space Accounting, Shared Services, other departments and divisions in the School of Medicine and JHH.
External: Affiliated hospitals, private and government agencies granting research funds (e.g., NIH, Foundations, and Private Drug Companies) and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, contractors).
Minimum Qualifications (Mandatory):
Bachelor’s degree required
Five years of experience in sponsored research and financial positions, preferably in an academic or medical setting.
Two of those years must include working in a lead or supervisory capacity with extensive supervisory responsibilities or high level, direct involvement in JHU grants and contracts leadership development training projects, serving as a recognized subject matter expert.
Successful completion of the RAT program (13-15 months) is equivalent to two years of relevant experience for this position. If an employee does not successfully complete the program, no additional experience will be applied.
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 the 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 required.
Thorough knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.
Ability to make independent judgments and to act on decisions on a daily basis.
Proven ability to provide leadership, management and training to the sponsored research team.
Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
Thorough knowledge of external Federal guidelines/procedures for grants and contracts, including NIH, NSF, DOD and NASA.
Strong communication skills are required as well as tact and discretion. Maintain strict confidentiality of payroll/personnel and budget information.
Knowledge of Excel, Access and Word.
Knowledge of JHU on-line systems for budgets, purchasing and accounting preferred.
Physical Requirements:Sitting in a normal seated position for extended periods of time; Reaching by extending hand(s) or arm(s) in any direction; Finger dexterity to manipulate objects with fingers rather than with whole hand or arm, for example, using a keyboard; Communication skills using the spoken word; Ability to see and hear within normal parameters; Ability to move about workspace. Lift, carry, move supplies, computers, etc. Supervisory responsibility: Budget Analyst, Grants & Contracts Analyst (3), & Sr. Grants & Contracts Analyst (2)
Classified Title: Grants & Contracts Manager Working Title: Grants & Contracts Manager Role/Level/Range: ATP/04/PE Starting Salary Range: $69,140 - $95,005; Commensurate with Experience Employee group: Full Time Schedule: Monday-Friday; 8:30am - 5:00pm, 37.5 hours/week Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department name: 10002807-SOM DOM Endocrinology Personnel area: School of Medicine
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