Grants & Contracts Analyst

Details

Posted: 26-Jan-24

Location: Baltimore, Maryland

Salary: Open

Categories:

Grants Management
Staff/Administrative

Internal Number: 112529-en_US

The Pathology Department is seeking a Grants & Contracts Analyst to provide dedicated professional pre-award management for more than 80% of their 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 proposal preparation.

Will work independently the majority of the time, in partnership with assigned Principal Investigators (PI) and/or senior/management level grants & contract professionals on 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. Independently reviews and processes proposals, verifies budgets and expenditures to ensure compliance with university and/or agency regulations and restrictions. Uses various software applications, such as COEUS, spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.

Position will be in-person during introductory period and has possibility of changing to remote following successful completion of introductory period. 

Specific Duties and Responsibilities

Grants & Contracts

• 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/administration 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.
• Develop and 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.
• Manage 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.
• Lead activity for award setup, after grant number is assigned. Provide information and direct assistance required to complete contract and grant closeouts.
• Handles 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.
• Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements.

Inventory & Expenses

• Conducts complex award management activities and provide oversight to other employees. Responsible for monitoring and managing accounts. Responsible for audit of assigned budgets including review of processed purchase orders, travel reimbursements, reconcile expenses based on JHU Compliance guidelines, identify and communicate budget issues, provide alternative solutions, and resolve problems.
• Responsible for SAP transactions per policy and department procedures. Reconciliation and documentation.
• Monitor monthly expenditures through reconciliation of monthly financial statements. Oversee the expenditure of funds, ensuring that funds are expended according to sponsoring organization's stipulations and appropriate university guidelines.
• Distribute monthly financial statements.

Administrative

• Helps coordinate and document management, narrative and statistical reports for private and government agencies.
• Compose agendas, documents, correspondence, and memos on behalf of the faculty. Transcribe and/or type manuscripts, technical documents, tables, graphs/charts, correspondence and notes, formatting and compiling information for grants, protocols, presentations, reports, manuscripts, etc.
• Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements.
• Prepare routine, customized, and adhoc reports for both internal and external reporting. Create and maintain spreadsheets utilizing appropriate software applications. Perform ad hoc research and fact-finding on a wide variety of administrative issues and items; know the formal and informal Institute goals, standards, policies and procedures. Create, maintain, & analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; creating new systems or revising established procedures as needed.
• Maintain equipment and service contracts including computers, office equipment. Analyzes office-operating practices such as record keeping systems, forms control, personnel requirements, recommending new systems or revising established procedures. Interprets and communicates operating policies.

Special Knowledge, Skills, & Abilities

• This role functions at an intermediate level, with responsibility for independent management of simple to moderately complex grants/contracts, including those from NIH, ACS, DOD and other biomedical and foundation sources.
• These grants, contracts and awards may involve detailed budgets, subawards and special instructions in RFA, career awards, training awards, multi-project grants, complex Foundation grants, subawards from other institutions on their federal pass-through grants and clinical trials.Serves as a resource in a team environment. Understands HIPAA, IRB, and departmental specific policies relating to medical records policies in regards to discussion, faxing and handling of patient or research participant record
• Strong organizational and analytical skills, problem solving abilities, and attention to detail required. Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines required. Demonstrated ability to coordinate projects independently and work constructively as part of a team required. 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.
• 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, ACF, DOD and other biomedical and foundation sources.
• Operates personal computer to access email, electronic calendars, and other basic office support software. SAP transactions including order of supplies (Shopping Cart). Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Utilizes Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
• Proficiency in Word, Excel spreadsheets, PowerPoint presentations, e mail communications, electronic calendaring, transcription, excellent spelling and grammar, excellent interpersonal and organizational skills, ability to handle multiple complicated tasks, prioritization skills.
• Must have the ability to coordinate multi-faceted types of work. Excellent typing, communication and medical terminology skills are necessary. Related work experience in clinical or medical research field. General understanding of external Federal Guidelines, funding/sponsor communication & grant/contract best practices.

Specific Physical Requirements

• While performing the duties of this job, the employee may remain in a stationary position (sitting) up to 60% of the time and standing/walking at 40%.
• Occasionally required to traverse throughout the laboratory or to retrieve equipment, supplies, or specimens from other locations on campus.
• The employee is required to operate computer keyboard, laboratory instruments, and small laboratory tools such as pipettes, cutting instruments, glass tubes, dishes, and/or slides.
• Constantly repositions self to perform duties at laboratory workstations, gathering specimens, and loading equipment.
• The employee is required to use hands/fingers to touch, type and/or feel.
• Will operate computer keyboard, and/or laboratory instruments, small laboratory tools such as pipettes, cutting instruments, glass tubes, dishes, and/or slides.
• Prolonged vision requirements including viewing computer screen, paper reports/documents charts and results.
• Visual acuity is required to distinguish fine gradation of color or structure and closely examine specimens (including via a microscope) for laboratory positions.
• Position is primarily in a laboratory environment where exposure to toxins and infectious agents exist, but potential for personal injury or harm is minimized if established safety and health precautions are followed for assigned work areas.
• Must refer to and are expected to comply with procedure manuals, follow proper laboratory protocols and safety policy/procedures, and be familiar with material data safety sheets in assigned work areas.
• Able to read and understand all Health, Safety and Environment (HSE) guidelines applicable to assigned work area.
• Working in laboratory where there may be discomforts due to odors, noise, temperature fluctuations, and working around lab equipment.
• Research areas may include animal, human, human products, DNA, and radiation protocols.
• Clinical Research and patient care duties may require direct interaction with patients at all levels of health or illness, including those noted with precautions/contagious symptoms or disease.
• Use of personal protective equipment may be advised or required.
• May transport equipment and supplies usually less than 40 pounds from one area to another including laboratory supplies or luggage.
• May be required to lift and/or move up to 50 pounds with proper training, or precautions/lifting aides.
• In some areas, workspace is limited.
• While most of our positions require on-site presence, where positions are approved for alternate work locations (remote work) – specific expectations will be outlined and documented; and the safety of work environment, security of work information, and productivity measures are regularly reviewed with employees and subject to on-going approval by management. Staff should be aware of and report other remote work implications and requirements that may impact them or the organization.
• Staff may be required to complete annual competency review, and must insure compliance with Johns Hopkins Policy, Laboratory Policy & Procedure, Health, Safety & Environment regulations, and all applicable privacy & confidentiality laws/practices. Annual training and testing requirements.
• Some areas maintain 24/7 operations and may require rotating shifts, evening, overnight, weekend, or holiday schedules. Some areas require on-call duties. Where designated positions are clinical or required attendance. In the event of a declared emergency, including but not limited to weather events, major disasters, or community unrest/events – staff may be required to report to work and/or remain at work.

Minimum Qualifications

• Bachelor's Degree.
• Two years of administrative/budgeting experience.
• 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.

Preferred Qualifications

• Experience with research grants and contracts, strongly preferred.

 

 

Classified Title: Grants & Contracts Analyst 
Role/Level/Range: ATP/03/PC  
Starting Salary Range: Min $53,300 - Max $93,500 Annually ($72,405 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F, 8:00am-4:30pm 
Exempt Status: Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM Pat General Administration 
Personnel area: School of Medicine 

 

Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

 

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

 

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion .

 

Accommodation Information

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 Talent Acquisition Office at [email protected] . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu .

 

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/ .

 

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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.

 

Note: Job Postings are updated daily and remain online until filled.

 

 

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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.
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