This position will coordinate activities related to sponsored project submissions, sponsored account management and reporting for the Division of Geriatric Medicine and Gerontology. Will act as the final point of contact with divisional faculty and budgetary staff to various federal offices, private agencies/foundations, and commercial agencies. This includes providing instruction on protocol, regulations and guidelines pertinent to the agency and/or University. Will perform other duties as assigned.
Specific Duties & Responsibilities:
I. Sponsored Project:
Will oversee approximately 20 sponsored accounts including several complex multi-center projects.
Works with investigators and budgetary staff to improve awkward phrasing or presentation.
Review budget justification for appropriateness and completeness of content. Will 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.
Reviews tables from scientific section if indicated to crosscheck against information presented in budget.
Assures IRB protocol numbers are valid and appropriate human subject compliance training has been completed by key personnel. Assures animal protocol numbers are valid.
Provides 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 multi-center proposals ensuring that all applicable direct and indirect cost rates have been applied.
Assist with contract and grant closeouts such as following up with progress reports, invention reports, financial status reports, and specific documents related to training grants i.e., statement of appointments, payback agreements, and terminations.
Responsible for tracking proposals and other documentation through signature/approval processes.
Advises the Departmental Chairman and relevant department personnel on changes in sponsored research policies.
Design and implement a departmental grants database system for tracking active and pending awards by fiscal year, department, division, and/or individual investigator.
Facilitate and/or produce specialized sponsored projects reports utilizing institutional or departmental systems (i.e. Resource Database) for various faculty, Directors, Administrator, and Chairman.
Will serve as the Department's lead analyst in monitoring the JHU's Sponsored Research Deficit Report. Will facilitate corrections to accounts in question working with Division, Department, Research Accounting, Cost Analysis, and outside agencies.
Assist in the development of the Departmental fiscal year annual operating budget for submission to the Dean's Office.
Prepare individual and divisional faculty funding analysis for review by the Departmental Sponsored Projects Office. This will include active and pending award totals in addition to current balances in pertinent non-sponsored accounts.
Assist with the analysis of programs, including productivity and fiscal performance, the product of which is incorporated into short and long range financial, operational and strategic planning.
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.
Prepare and approve electronic budgets, budget changes, and expenditure transfers. Prepare and approve various paper and electronic forms such as journal vouchers, check deposits, and purchase orders.
Serve as lead and develop division sponsored annual budget. Aggregate data from other Grants and Contracts Analysts and reconcile to ensure accuracy. Review with division leadership and escalate any anticipated issues for resolution
III. Project Managment:
Serve as team lead for Division and manage regular division/department reporting deadlines.
Manage and review Faculty support profiles and forecasting reports. Assist Divisional leadership with corrective action plans for anticipated salary gaps.
Generate and create end of the year reports for sponsored research leadership summarizing sponsored activity for the year, challenges, and the new-year outlook.
Manage upcoming grant deadlines for sponsored team. Send regular reminders that show upcoming sponsor due dates and follow-up to ensure these are met.
Internal: Department of Medicine Administration, Dean's Office, Research Administration, Business Office, Research Accounting, Equipment and Space Accounting, General Accounting, Payroll, Accounts Payable, Purchasing, information Systems, Homewood Micro computing Center. Various 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).
Special knowledge, skills, and abilities:
Knowledge of accounting and budgeting theory and practices. Thorough knowledge and understanding of the Johns Hopkins University accounting system and its related fiscal offices. Specific knowledge of the operation of the Division and Department preferred.
Ability to make independent judgements 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.
Bachelor's degree and four years of related experience in financial and administrative settings 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.
JHU Equivalency Formula: 18 graduate degree credits may substitute for one year of experience.
NIH Grant and contract experience, advanced knowledge in the use of financial software applications, databases, spreadsheets and/or word processing and experience in academic or medical setting desired.
Work Schedule/Hours: 8:30 am-5:00 pm M-F Department name: 10002790-SOM DOM Bay Geriatric Medicine Location: 5505 Hopkins Bayview Circle Suite 710 Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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