Classified Title: Sr. Grants & Contracts Analyst Role/Level/Range: ATP/04/PD Starting Salary Range: $58,695 to $80,628 per year Employee group: Full Time Schedule: M-F, 8:30 am - 5:00 pm Exempt Status: Exempt Location: 01-MD:Homewood Campus Department name: 10001352-Biology Personnel area: School of Arts & Sciences
This position is responsible for administrative and financial activities for the computational biology and genomics group. This is an interdisciplinary collaborative group that focuses on the development and application of data intensive technologies in biomedical research for the global community. Will provide dedicated professional level sponsored funds management 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 grant/contracts that are 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 also represent the computational and genomics group in public relations/liaison capacity on matters relating to new and existing project administration and development.
This position will also provide financial support for other faculty in the department.
Specific Duties & Responsibilities:
Will manage all activities involving both sponsored and non-sponsored federal and non-federal grants, contracts, and agreements more than 80% of time. Provide high level financial and administrative support to research team including proposal preparation and submission, award set up, interim reporting; final close-out; follow-up audit. Senior team member submission, award set up, interim reporting; final close-out; follow-up audit. Senior team member on various project teams at the department/divisional/central level.
Advise faculty of funding opportunities including the availability of sponsored, gift and university funds.
Work with the PI and other members of the submission team, including potential subawardees / subcontractors, to prepare any new, renewal, continuation, supplemental, revision or pre-application package to be sent to a sponsor for consideration.
Review and interpret sponsored program announcements to ensure that applications conform to requirements (i.e. target dates and times, font size, as well as institutional, PI, page and budget limits); communicate information derived to the submitting investigators.
Meet with investigator(s) to discuss the project and determine what resources will be needed to carry out its goals.
Advise investigators on appropriate language for grant presentation (e.g., budget justification, publication lists, abstracts, level of effort) and compliance issues.
Serve as liaison between members of the submission team and the sponsoring agency and the KSAS BARA SRO when there are questions of regulation and /or program language interpretation that the SGCA is unable to answer.
Draft and finalize a budget after analysis of costs that will reflect the goals of the project.
Work with the investigator(s) to prepare a budget justification/narrative that explains why costs are programmatically necessary and how they were calculated.
Work with investigators to prepare or maintain other applicable documentation (i.e. current and pending support pages, biographical sketches, animal protocol dates.
Initiate internal routing and review. Prepare proposal in Coeus, uploading and/or adding information and documentation; prepare certification pages for investigator review and signature.
Ensure internal routing is complete and the application has received the go-ahead from both the department. and the KSAS BARA SRO.
Upload the application via sponsored electronic proposal submission system (i.e. FastLane, Assist, Grants.gov etc.).
Assist PI with the final review of application to ensure that all restrictions, requirements and special considerations are met and the proposal is administratively in its finest and final form before submission.
Coordinate submission of the application by whatever means are detailed by the sponsor.
Finance: Sponsored (and Non Sponsored) Post-Award Review the terms and conditions of all sponsored award agreements to ensure compliance, and inform PI of reporting and other requirements including any non-standard conditions of the agreement.
Collaborate with the PI to re-budget if sponsor requires it either prior to award or post award.
Consult with PI regarding current grant status and to discuss short and long range expense and payroll planning. Consult with faculty on hiring and personnel distribution.
Ensure that the budget is allocated within SAP and the physical and/or electronic files are set up.
Ensure that the budget and any cost sharing, sub-awards and/or allocation accounts are set up correctly within SAP with the correct rates and budgeted sponsored classes.
Direct BARA to set up subcontracts/subawards and modifications.
Analyze and monitor all subaward invoicing for accuracy and compliance with agency and institution policy and procedures.
Complete interim financial reports and oversee submission of progress reports to sponsors.
Analyze/interpret complex financial data and trends for short- and long-range financial, operational and strategic planning for each project, including reconciliation of expenditures using the departmental detail and executive summary worksheets. Report any issue of over/under expenditure or compliance of any terms of the agreement including cost-sharing to the PI, recommending alternative funding sources if necessary and available.
Meet with the PI on an ad hoc and quarterly basis to review payroll, non-personnel expenditures, and effort reporting through the development and presentation of complex/comprehensive reports; discuss any impending financial or personnel planning adjustments.
Work with PIs to determine if a no-cost extension will be needed and if so coordinate submission of the request, working with your KSAS BARA SRO rep as required by the sponsored agreement terms and conditions.
Facilitate account corrections/adjustments via payroll and/or non-payroll cost transfer.
Assist Sponsored Projects Shared Services (SPSS) to prepare reports and invoices to ensure accuracy and timely submission of documents to sponsors.
Provide the Sr. Financial Manager with research base projections as requested.
Monitor the department default account and facilitate corrections to accounts working with the Financial Manager / Budget Analyst.
Review and approve SAP and other documents such as shopping cart, online check request and travel advances initiated by the Budget Specialist. Work with the Budget Specialist to resolve purchasing, accounts payable and receivables issues and ensure costs are properly posted.
Review the monthly Sponsored Deficit Reports from the Deans Office and work with PI to resolve funding issues.
Assure required radiation, animal protocols, biohazards safety protocols are followed, i.e., valid numbers, appropriate documentation and reporting.
Manage the close-out of all sponsored agreements to ensure that all applicable administrative actions, according to the terms of the agreement and JHU policies, have been completed. This may include the completion of final financial reports, working with the PI to submit invention, patent and technical reports, and disposition of equipment.
Ensure that assets costing $5,000 and over are appropriately reported, tagged and that all change in asset status is reported to JHU Fixed Assets including disposition of the asset.
Ensure that there are no audit issues regarding sponsored project accounting and record keeping. Review the terms and conditions of all non-sponsored gift, discretionary and endowment funds; Work collaboratively with Financial Manager to identify, and proactively address budget variances.
Oversee general operations of various cooperative agreements and large multi-institutional projects.
Ensure the overall administrative and operational support of the Galaxy group.
Provides oversight, expectations and management for small and large events including site visits, board meetings, team meetings and conferences. Assisting with domestic and international travel for collaborators and conference/meeting attendees.
Create budget for events and follow through with event coordination.
Will be expected to attend the annual Galaxy conference to manage onsite logistics. These meetings are national and international.
Must have a current passport.
Coordinate and work closely and collaboratively with the Outreach Director in the creation of the Galaxy Communications.
Work in concert with the department’s Administrator, Sr. Financial Manager to determine the general, financial, and administrative services required to plan and execute strategic initiatives and to bring about increased productivity and cost effectiveness.
Seek alternative or innovative solutions to problems, and collaborate with the other managers, PIs and staff in problem resolution. Act as a resource for the faculty, researchers, managers, and staff on administrative matters.
Work closely with the department Administrator and Sr. Financial Manager to ensure compliance with departmental policies and procedures, JHU internal controls and government regulations to effectively carry out the mission and long-term goals of the group.
Assess current policies and practices and develop and implement new administrative processes and procedures in collaboration with the Department Administrator and Sr. Financial Manager.
Direct special projects for the department as assigned.
Serve as liaison between the HR Coordinator and faculty, staff and students.
Track personnel cost information and initiate all e-forms for respective group.
Pre- and post-review effort for staff, faculty, researchers and students to ensure appropriate allocation of effort.
Review and approve ISRs that are completed by the HR Coordinator.
Work with Administrator, PI, Software Engineers, and HR Coordinator in initiating recruitment of Staff, Postdoctoral Fellows, and Research Scientists.
Work with HR Coordinator to complete all new and renewal appointments and visa applications. Ensure timesheets for undergraduates and Temporary/Casual employees are signed by PI/Managers and submitted to HR Coordinator.
Ensure compliance with FLSA requirements.
Review eform requests initiated by HR Coordinator for all assigned personnel.
Review and approve staff E210 record for leave accruals and balances.
Minimum Qualifications (Mandatory):
Bachelor’s degree required.
4 years of related experience in sponsored research and/or financial positions, preferably in an academic or medical setting.
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.
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 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.
Thorough knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.
Special Knowledge, Skills, and Abilities:
Knowledge of accounting and budgeting theory and practices required.
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.
Thorough knowledge of external Federal guidelines/procedures for grants and contracts, including NIH, NSF, DOD and NASA.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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