Work Schedule/Hours: Monday - Friday 8:30a.m. - 5:00p.m. 37.5hrs
The Subawards Program Specialist will support the International Maternal Pediatrics Adolescent AIDS Clinical Trials Group (IMPAACT) within the Department of Pathology. The Subawards Program Specialist will work directly with the Sr. Financial Manager and Grants & Contracts Analyst to establish and process subawards under a large NIH/NIAID cooperative grant agreement. The Subawards Program Specialist will be responsible for maintaining IMPAACT's Leadership and Operations Center (LOC) and Protocol Fund (PF) subagreements, implementing all federal and Johns Hopkins University policies within subagreements, Works within a small team both independently and as part of team activities.This position requires attention to detail, multi-tasking, and ability to meet deadlines. The Specialist is dedicated to sponsored funds management.
DUTIES AND RESPONSIBILITIES:
Gather information necessary to establish subaward agreements.
Obtain approved budget and scope of work from Grants & Contracts Analyst. Understand the direct and indirect costs associated with the subaward.
Request certifications from the subrecipient regarding compliance issues, such as, human subjects protocol approval, vertebrate animal protocol approval, training in the protection of human subjects, financial conflict of interest forms and risk assessment forms.
Obtain all relevant contact information for research administration offices, financial and project contacts and PI at subsites. Enter contacts into database used by IMPAACT. Request wire transfer information for international subsites.
Make initial data entry in the IMPAACT database and update as needed with the current status of the subaward.
Maintain existing files and create new files while awaiting return of the subaward agreement from the subrecipient.
Maintenance of IMPAACT Leadership and Operations Center (LOC) and Protocol Fund (PF) subagreements. Communicate with site contacts including institutional, financial and administrative contacts regarding subagreements.
Under Grants & Contracts Analyst's direction, assist subrecipient with questions and/or issues to be negotiate
Draft and Negotiate Subaward agreements:
Use previously developed templates to draft aubaward agreement originals and modifications for review. This includes MMAs, MOUs, and task orders. Recommend changes in language as necessary.
Implement all federal and Johns Hopkins University policies, terms, and conditions with all agreements.
Under Grants & Contracts Analyst's and ORA's direction, negotiate subaward language with subsites and assist with any questions.
Facilitate execution and distribution of subaward agreements
Create, update and edit purchase orders in SAP to reflect approved subaward budget.
Follow up with sites in determined timeframes to ensure that subawards are negotiated as efficiently as possible.
Upon finalization of subaward terms and partial execution of agreements by the subsite, obtain appropriate signatures at JHU.
Add JHU purchase order number to fully-executed original agreements and return to Subrecipients. Provide fully-executed agreement to Grant PI, ORA, and IMPAACT LOC staff.
Update IMPAACT database to include the dates of execution, internal order and purchase order.
Ensure subaward supporting documentation and email communication is appropriately files electronically.
Operational / Special Projects / Administrative
Maintain familiarity with terms of prime cooperative NIH grant agreement.
Maintain current knowledge of developments in legislation and sponsor requirements affecting subawards.
Meet JHU and NIH deadlines and work on multiple subagreements simultaneously.
Interact and develop relationships with all levels of the University. Collaborate with JHU staff, investigators, and subsite personnel.
Provide status reports and progress updates to the Sr. Financial Manager as needed.
Attend weekly IMPAACT team meetings; provide precise updates and present on LOC issues and provide updates on outstanding items.
Demonstrate advanced skills in spreadsheets, databases and applications such as Excel, Access, and SAP.
Demonstrate advanced skills in writing, editing, and review including advanced word processing skills in Word and E-mail. Assist team as needed with Pre-Award Activities.
Apply knowledge of processes and procedures required for sponsored funds management. Able to address day-to-day issues and problems on a regular basis with minimal supervision. Includes knowledge and understanding of sponsor requirements and procedures, federal/state/local government laws and regulations and university policies and procedures. Consistently update knowledge on NIH policies on allowable and unallowable expenses for clinical trials as stated in the grants policy guide.
Bachelor's degree in related discipline.
Three years progressively responsible experience in a related administrative/financial position, preferably in a sponsored research, academic or medical setting.
Additional education (graduate level) may substitute for required experience, 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.
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