This position will support the pre and post-awards for the Institute for Clinical and Translation Research (ICTR) administration for sponsored funding across multiple programs within the ICTR.
The Grants & Contracts Analyst will work alongside faculty and fellow colleagues to support the pre- and post-award activities for the ICTR. The primary goal of this position is to ensure sponsored funding is managed compliantly and per the sponsoring agencies instruction. This position will be tasked with all post award activities related to managing sponsored funding and will serve as a the direct point of contact for communicating financial information to the faculty/departments we support. This position reports to the Financial Manager of the ICTR.
Support PIs during the pre-award process to ensure timely and accurate grant submissions.
Coordinate the process of setting up awards in designated department/division after grant number is assigned, including reviewing award, verifying award set-up and ensuring personnel are allocated appropriately/timely.
Ensure that post-award responsibilities are completed, including budget distribution, account reconciliation, e-form setup, effort reporting, cost transfers, paying invoices and finalizing agreement documents related to sub-award setups.
Proactively manages unsupported salary and allocates payroll expense to projects to ensure accurate spending rates.
Reviews budgets and related justifications for appropriateness and completeness of content. Ensures that all applicable and indirect costs have been applied. May also provide groundwork for subcontract negotiations.
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.
Utilizes cost principles for both federal and non-federal funded projects to ensure expenses billed are allowable, reasonable, allocable and consistently applied.
Approves shopping carts, check requests, reimbursements and/or other related payment requests applying cost principles set forth above.
Develops and coordinates independent contracting agreements.
Develops and coordinates sub-award contracting agreements. Processes invoices for payment utilizing the university’s standard operating procedures for low and high risk sub-awards.
Maintain ongoing updates and communications related to current funded grants and contracts, this includes regular auditing and reporting to principal investigators and departmental leadership.
Maintains and updates position budgeting spreadsheet to assess 12 month funding projections thereby identifying areas of potential financial risk due to anticipated salary gaps.
Proactively identifies spending burn rates that are higher than expected in comparison to budget.
Manages commitments billed to award and clears any orders that will not be fulfilled to maintain accurate spending projections on all projects managed.
Conducts timely award closeouts in anticipation of project end including reviewing all expense billed to sponsored project and on-time submission of FSR/FFR.
Provide information and direct assistance required to complete grant and contract closeouts.
Will work independently the majority of the time, with support from Financial Manager, Principal Investigator (PI) and Administrative Director on managing increasingly more complex grants/contracts.
Will provide standard professional administrative level guidance on protocols, regulations and guidelines to PI and other scientific/research professionals within the department.
May interact with external research/administrative professionals.
Types of sponsored awards for which the position is responsible:
This role functions at an intermediate level, with responsibility for independent management of simple to moderately complex grants/contracts and clinical trials, including those from NIH, DOD, University of Maryland, foundations and/or pharmaceutical companies.
This position will work with investigator(s) and/or key stakeholders within ICTR.
The position requires knowledge of accounting and budgeting theory in order to accurately and confidently convey financial information to the investigators and departments we support.
A key aspect of this position will require proactively identifying areas of financial risk so communication can take place well in advance to avoid any potential cost overruns.
Pre award functions include, but may not be limited to: budget development, compliance with grant requirements, and submission of grant to Office of Research Administration (ORA).
Post award functions include, but may not be limited to: account maintenance, budget distribution, billing/invoicing, reporting, compliance audits, effort reporting, allocating payroll and non-payroll expense, ensuring expenses are allowable and allocable, submitting cost transfers, annual projections, and timely closeouts.
This position will require the ability to make independent financial judgements on a daily basis.
Excellent communication skills and a customer service minded focus are essential skills required to succeed in the position.
While this role may assist with some aspects of non-sponsored funds, the primary goal of this position is to ensure timely, effective and efficient functioning of sponsored funding.
Bachelor’s Degree required.
Two (2) years administrative/budgeting experience 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.
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.
JHU Equivalency Formula: 18 graduate degree credits (semester hours) may substitute for one year of experience. 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.
Preferred degree in finance, accounting or other related field.
Intermediate excel knowledge preferred.
SAP/Analysis experience preferred.
Thorough knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.
Special Knowledge, Skills, and Abilities:
Ability to convey financial information to a wide variety of audiences.
Excellent communication skills, both oral and written.
Customer service focus.
Knowledge of accounting and budgeting theory and practices required.
Ability to make independent judgments and to act on decisions on a daily basis.
Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
Knowledge of external Federal guidelines/procedures for grants and contracts, including NIH, DOD, foundations and clinical trials.
Classified title: Grants & Contracts Analyst
Working title: Grants & Contracts Analyst
Role/Level/Range: ATP 37.5/E/03/PC
Starting Salary Range: $50,700 - $69,780 (commensurate with experience)
Location: 16th Floor - 750 E. Pratt Street, Baltimore, MD
Department name: 10003311- SOM ICTR Inst Clin Translational Research
Personnel area (School): SOM – School of Medicine
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 protected]. 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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