Classified Title: Sr. Grants and Contracts Analyst Role/Level/Range: ATP/04/PD Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: M-F / 8:30 - 5:00 Employee subgroup: Salaried Exmpt Location: 01-MD:Homewood Campus Personnel area: Whiting School of Engineering
The Sr. Grants & Contracts Analyst will be part of a professional team of staff who support the missions of a department and an institute in a range of capacities within the Whiting School of Engineering.
Sr. Grants & Contracts Analyst will provide dedicated professional level sponsored funds management for more than 80% of time with specific responsibility for pre-award and post-award functions that includes, but may not be limited to: proposal preparation, submission, budget development, account maintenance and oversight, billing/invoicing, reporting, compliance, and closeout. Works independently on a variety of grants/contracts that range from simple to highly complex. 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. This position will direct other departmental staff in the areas of pre and post award activities.
Specific duties & responsibilities:
Responsible for creation and review of sponsored project proposals within department including budget development. Review is based upon accuracy, content, adherence to institutional, government, and other sponsor regulations.
Responsible for tracking proposals and other documentation through the signature/approval process and ensuring documents are properly uploaded to the appropriate electronic submission site.
Interprets agency (sponsor) announcements to ensure proposal documents, justifications, and compliance issues are complete at time of submission.
Works with faculty to develop budget justification and reviews final document for appropriateness and completeness of content. Compares budget detail to budget justification for consistency.
Verifies compliance with sponsoring organizations’ guidelines, as well as with relevant University policies and procedures.
Advises Principal Investigators in completion of required information for regulatory compliance.
Advises investigators on appropriate language for grant presentation, including budget justification, publication lists, abstracts, current and pending support. Also advises on appropriate effort level.
Provides the groundwork for subcontract negotiations, including review for Hopkins-friendly contract language prototypes, and coordinates submission of subcontract proposals from other institutions.
Maintains tracking systems for active and pending awards by fiscal year, department, division, and/or individual investigator.
Advises faculty of funding opportunities including the availability of sponsored, gift, and university funds.
Analyzes/interprets complex financial data and maintains reports for forecasting and results analysis.
On a routine schedule consults with principal investigators regarding current grant status, projections, and provide recommendations for future spending.
Prepares individual and divisional faculty funding analysis for review by faculty, chairman, and administrative manager. This will include active and pending award totals in addition to current balances in pertinent non-sponsored accounts.
Assists with the analysis of programs, the product of which is incorporated into short and long range financial, operational and strategic planning.
Tracks personnel information for grants, contracts, and cooperative agreements to insure that JHU policies and procedures are followed in relation to appointments and work permits. Maintains confidentiality around this information.
Analyzes expenditures to insure that they are allowable and project specific to be sure there are no potential audit issues and make corrections as necessary.
Facilitates corrections to accounts in question working with Faculty and Sr. Administrative Manager.
Backup approver for cost reimbursements, i.e., travel expense reports, supply purchases, purchase orders as necessary.
Assists budget staff in resolving purchasing, accounts payable and receivable problems ensuring that costs are properly posted.
Collaborates with Sponsored Projects Shared Services on reports and invoices for accuracy and timeliness.
Completes monthly/quarterly agency financial reports and works with Sponsored Projects Shared Services to submit to funding agencies.
Manages contract and grant closeout processes such as following up with technical reports, invention/patent reports, financial status reports, and specific documents as required by terms of the award.
Maintains sponsored and nonsponsored activities for department faculty.
Monitors the department’s surplus/deficit report on a monthly basis. Makes corrections as necessary and notifies the proper person and/or department as needed.
Backup for monitoring the department’s control salary and overpayment reports.
Backup for Review and approval of procurement card purchases to ensure that expenses are allocated to appropriate accounts in the JP Morgan PaymentNet System
Prepares and processes subcontracts, and other financial reports.
Maintains professional confidentiality in regards to employee issues, payroll concerns, etc.
Responsible for reviewing all subaward invoices and preparing sub-recipient certifications for approval by the PI. Additionally, goods receipts will be created and all pertinent documentation will be routed to appropriate A/P Staff for payment processing.
Assists Sr. Administrative Manager in preparing sponsored projections for divisional business office.
Works on special projects as requested.
Other duties as assigned.
Minimum qualifications (mandatory):
Bachelor’s degree required.
Four years of related experience in sponsored research and/or financial positions, preferably in an academic setting.
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 (18-24 months) is equivalent to three years of relevant experience for this position. If an employee does not successfully complete the program, no additional experience will be applied.
Special knowledge, skills, and abilities:
Advanced knowledge in the use of financial software applications, databases, spreadsheets and/or word processing required.
Strong knowledge of SAP, Analysis and Coeus preferred.
Very strong organizational, interpersonal and communication (oral and written) skills, analytical and problem solving abilities and attention to detail required.
Ability to maintain confidentiality.
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.
Must be proficient in the use of Microsoft Excel, Word, PowerPoint, and internet searches.
On a regular and continuous basis, exercise administrative judgment and assume responsibility for decisions, consequences and results having an impact on people, costs and quality of service.
Ability to work for periods of time without immediate direction required.
Ability to prioritize own work as well as be an active team participant required.
Must be able to effectively interact with all levels of JHU employees.
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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