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.
The Grants & Contracts Specialist will provide dedicated entry level professional sponsored funds management to the International Maternal Pediatric Adolescent AIDS Clinical Trials Group (IMPAACT), for more than 80% of 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, compliance and closeout. The primary goal of this position is to support the timely, effective and efficient functioning of sponsored funding.
Specific Duties & Responsibilities
Understand and utilize institutional policies for pre-award and post-award grant process and sponsor guidelines.
Conduct moderate to complex award management activities, including monitoring and reconciling accounts, audits, and evaluations and reporting.
Assist in preparation of grant materials for progress reports, carryover requests and administrative supplements to include, but not limited to, creation and/or review of budgets, justifications and communicating necessary corrections to sub-recipient. This review involves accuracy, content, adherence to all relevant guidelines.
Review budgets and related justification for appropriateness and completeness of content.
Ensure that all applicable and indirect costs have been applied.
Involve 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.
Setup Sub-agreement documentation including significant financial interest form, Sub-agreement information sheet and collating multiple Sub-agreement documents.
Manage, monitor and review Sub-agreement invoices to match approved budget and scope of work, following established processing procedures.
Conduct Sub-recipient audits as required.
Apply a working knowledge of applicable laws and regulations; verifies documents for completeness and compliance with government and private agencies.
Sustain complex database/excel spreadsheets and filing system in order to ensure balance purchase orders, accounts and consortium expenditures.
Create and maintain Sub-agreement files after fully executed agreements are sent to Sub-recipients.
Maintain IMPAACT finance e-mail box. Answer budgetary and invoicing questions in a timely manner.
Monitor monthly expenditures through reconciliation of monthly financial statements.
Assist in oversight of the expenditure of funds; ensure that funds are expended according to sponsoring organization’s stipulations and appropriate university guidelines.
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.
Assist with award setup details, after grant number is assigned.
Perform miscellaneous related duties as assigned.
Bachelor’s degree required, with 1 year 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:
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.
Previous grants and contracts experience
Special Knowledge, Skills, and Abilities
General knowledge of accounting and budgeting theory and practices required
General knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred
Ability to understand when additional direction/expertise is needed on matters of complexity
Able to make decisions on a daily basis, within pre-determined guidelines and parameters
Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines
General understanding of external Federal Guidelines and procedures regarding grants and contracts
General understanding of Microsoft Office programs (excel, word, etc.)
Strong organizational and analytical skills, problem solving abilities and attention to detail required
Strong interpersonal and communication skills, both verbal and written
Work Environment / while performing the duties of this job:
While performing the duties of this job, the employee may remain in a stationary position (sitting at computer/desk) up to 85% of the time
The employee is required to operate computer keyboard for majority of work time and other office equipment like calculator or copier throughout the day and for prolonged periods
Prolonged vision requirements including viewing computer screen, paper reports/documents, and statements
May transport from one area to another (in the administrative office or building) or be required to lift and/or move up to 40 pounds with proper training, or precautions/lifting aides (example: paper supply boxes, document files, large mail bags/boxes for pick up or receipt)
In some areas, workspace is confined
Staff may be required to complete annual competency review, and must insure compliance with Hospital Policy, Laboratory Policy & Procedure, Health, Safety & Environment regulations, and all applicable privacy & confidentiality laws/practices
Classified Title: Grants & Contracts Specialist Working Title: Grants & Contracts Specialist Role/Level/Range: ATP/03/PB Starting Salary Range: $43,530 - $59,795; Commensurate with Experience Employee group: Full Time Schedule: Monday-Friday, 8:00am - 4:30pm, Up to 40 hrs/ week Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10003067-SOM Pat Transfusion Medicine 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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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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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.