The Johns Hopkins Department of Psychiatry and Behavioral Sciences is currently seeking an experienced individual to be responsible for various pre and post awards and administrative activities. The ideal candidate will work independently the majority of the time, with support from Sr. Clinical Research Program Manager and/or other department staff. General proficiency with grant/contract preparation and management is expected. S/he may interact with internal and external research/administrative professionals. This role functions at an intermediate level, with responsibility for independent management of simple to moderately complex grants/contracts, including subaward agreements. These grants, contracts and awards may involve detailed budgets, subawards, pharmaceutical company clinical trials and private sponsors.
Specific Duties and Responsibilities:
Pre-Award: Coordinate submission of grant proposals to include new applications, resubmissions, continuing projects, and Just-In-Time submissions using electronic (COEUS, grants.gov) and paper formats for final review and approval by Psychiatry Administration. Prepare and assist in the development of the budget and budget justification. Use appropriate cost rates such as indirect and benefit rates. Ensure compliance with all relevant University and/or agency regulations and restrictions. Assure regulatory compliance by faculty, fellows, and staff related to HIPPA, Joint Commission, etc. and other training modules. Track proposals and other sponsored research documentation through the signature/approval processes to ensure deadlines are met. Advise faculty and staff on changes in sponsored research policies. Serve as a liaison between research administration, faculty, development office and funding agencies.
Post-Award: Advise faculty and staff on changes in sponsored research policies (Cost Principles Regulation OMB Circular A21 and Uniformed Administration Requirement OMB Circular A-110). Verify compliance with sponsoring organization's guidelines, as well as with relevant University policies and procedures. Distribute/reallocate budgets making necessary changes to original budget. Prepare, submit and track all subcontract documentation. Reconcile monthly statements for assigned accounts according to sponsoring organization stipulations and University guidelines. Using SAP and Excel, prepare financial reports and analysis when requested (e.g.: prepare detailed budget summaries on a monthly basis to review accounts, etc.). Meet with faculty on a regular basis regarding the status of grants/accounts to project spending plans and forecast financial outcomes, and communicates to the appropriate faculty or staff member. Work with sponsored projects to ensure that all financial reporting and billing is accurate and submitted to funding agencies in a timely fashion.
Administrative: Provide support for travel reimbursements, purchasing, on-line payments, and other tasks. Manage and reconcile non-sponsored accounts. Prepare and process payroll documents needed to implement personnel transactions. Initiate and track credentialing process for fellows, trainees, and students. Maintain professional confidentiality in regards to employee issues, payroll concerns, etc. Prepare electronic forms such as payroll, journal vouchers, check deposits, check requests, and purchase orders. Process weekly timesheets via CAT2.
Perform miscellaneous related duties as assigned.
Minimum Qualifications (Mandatory):
Bachelor's degree in finance, accounting, or other related field
Two years of administrative/budgeting experience
Additional education may substitute for required experience and additional related experience may substitute for some 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 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.
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.
Previous experience in an academic or medical setting
Special Knowledge, Skills, and Abilities:
Ability to make independent judgments and to act on decisions on a daily basis
Ability to interact with faculty and staff on research teams, in clinical programs, and with educational outreach initiative to strategize about their communication needs
Attention to detail a must. Good proofreading skills
Excellent oral communication skills to deal effectively within and outside the department
Excellent written communications skills in a variety of forms, print material, website content, speeches, and publicity materials
Skilled in computer programs such as Microsoft Word, Outlook, PowerPoint, Excel and Publisher
Knowledge of accounting and budgeting theory and practices required. Ability to interpret financial reports.
Enthusiasm and willingness to learn about the work of the department as well to acquire new technical skills as needed
Excellent organizational skills to work effectively in an environment that requires balancing multiple assignments
Ability to interact effectively with individuals at all levels and from diverse cultures
Thorough knowledge of external Federal guidelines/procedures for grants and contracts, including NIH, NSF, DOD and NASA
Classified Title: Grants & Contracts Analyst Working Title: Grants & Contracts Analyst Role/Level/Range: ATP/03/PC Starting Salary Range: $50,700 - $69,780; Commensurate with Experience Employee group: Full Time Schedule: Monday thru Friday/37.5 Exempt Status: Exempt Location: 33-MD:Johns Hopkins Bayview Department name: 10003297-SOM Psy Bay Behavioral Pharm Rserch Unit Personnel area: 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@example.com. 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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