Analyst will provide dedicated professional sponsored funds management for more than 80% of their 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, and closeout. This role may manage less complex grants through the submission stage, with necessary oversight and direction. While this role may assist with some aspects of non-sponsored funds (general funds and gifts), the primary goal of this position is to support the timely, effective and efficient functioning of sponsored funding.
Will work independently the majority of the time, in partnership with assigned Principal Investigators (PI) and/or senior/management level grants & contract professionals on increasingly more complex grants/contracts. Will provide standard professional administrative level guidance on protocols, regulations and guidelines to PI and other scientific/research professionals within the department. May interact with external research/administrative professionals. Independently reviews and processes accounting transactions, verifies budgets and expenditures to ensure compliance with university and/or agency regulations and restrictions. Uses various software applications, such as SAP, spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.
This role functions at an intermediate level, with responsibility for independent management of simple to moderately complex grants/contracts, including those from NIH, NSF, DOD and NASA. Prior experience in preparing budgets and budget justifications for NIH grants and subcontracts is preferred. These grants, contracts and awards may involve detailed budgets, sub-awards and special instructions in RFA, career awards, training awards, multi-project grants, complex Foundation grants, sub-awards from other institutions on their federal pass-through grants and clinical trials.
Serves as a resource in a team environment. Understands HIPAA, IRB, and departmental specific policies relating to medical records policies in regards to discussion, faxing and handling of patient or research participant records.
Grants & Contracts
Partner with departmental faculty and/or budgetary staff toward the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies. May work with representatives from ORA, under the guidance of more senior members on the departmental research/administration team.
Understand and utilize institutional policies for pre-award grant process and sponsor guidelines.
Review all sponsored project proposals for assigned grants of moderate complexity, prior to them being forwarded to the Grants & Contracts Manager and ORA for signature. Review involves accuracy, content, adherence to all relevant guidelines.
Provide instruction, preparation assistance and support related to grant application procedures, at the direction of the Sr. Grants and Contracts Analyst and/or Grants and Contracts Manager.
Serve as liaison between research units, central offices and funding agencies for grants of moderate complexity.
Develop and review budgets and related justification for appropriateness and completeness of content. Ensures that all applicable and indirect costs have been applied. Involves 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.
Manage all assigned grant submissions to ensure timeliness and accuracy.
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.
Lead activity for award setup, after grant number is assigned. Provide information and direct assistance required to complete contract and grant closeouts.
Handles all relevant post-award responsibilities, as requested by senior members of the grants & contracts team, including account reconciliation, effort reporting, cost transfers, paying invoices, closeouts and related faculty support.
Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements.
Inventory & Expenses
Conducts complex award management activities and provide oversight to other employees. Responsible for monitoring and managing accounts and doing budget projections for the Faculty/PI on their grants. Responsible for audit of assigned budgets including review of processed purchase orders, travel reimbursements, reconcile expenses based on JHU Compliance guidelines, identify and communicate budget issues, provide alternative solutions, and resolve problems.
Responsible for SAP transactions per policy and department procedures. Reconciliation and documentation.
Monitor monthly expenditures through reconciliation of monthly financial statements. Oversee the expenditure of funds, ensuring that funds are expended according to sponsoring organization's stipulations and appropriate university guidelines.
Distribute monthly financial statements;
Meet with PI/Faculty to review grant expenditures, and prepare budget projections on their grants.
Helps coordinate and document management, narrative and statistical reports for private and government agencies.
Compose agendas, documents, correspondence, and memos on behalf of the faculty. Transcribe and/or type manuscripts, technical documents, tables, graphs/charts, correspondence and notes, formatting and compiling information for grants, protocols, presentations, reports, manuscripts, etc.
Participate in the preparation of research documentation, budget, administrative, and regulatory documents for protocols, grant proposals, clinical or research protocols, and/or contractual agreements.
Prepare routine, customized, and adhoc reports for both internal and external reporting. Create and maintain spreadsheets utilizing appropriate software applications. Perform ad hoc research and fact-finding on a wide variety of administrative issues and items; know the formal and informal Institute goals, standards, policies and procedures. Create, maintain, & analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; creating new systems or revising established procedures as needed.
Analyzes office-operating practices such as record keeping systems, forms control, personnel requirements, recommending new systems or revising established procedures. Interprets and communicates operating policies.
Supervision of Others: While this position may not directly supervise, they will provide oversight and feedback on the performance of others in specific tasks to management including the Administrative Assistant.
Equipment, Machine, or Tool Requirements: Computer with skills as noted below. Ability to operate PC, laser printer, fax, copier, shredder, scanner, and multi-line phone.
Bachelor's degree required, with two years of administrative/budget experience. Experience with research grants and contracts, strongly preferred.
JHU Equivelancy: 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 (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.
Special Knowledge, Skills, or Abilities / Competencies:
Strong organizational and analytical skills, problem solving abilities, and attention to detail required. 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. Knowledge of accounting and budgeting theory and practices required. Thorough knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.
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.
Knowledge of external Federal guidelines/procedures for grants and contracts, including NIH, NSF, DOD and NASA.
Operates personal computer to access email, electronic calendars, and other basic office support software. SAP transactions including order of supplies (Shopping Cart). Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Utilizes Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
Proficiency in Word, Excel spreadsheets, PowerPoint presentations, e mail communications, electronic calendaring, transcription, excellent spelling and grammar, excellent interpersonal and organizational skills, ability to handle multiple complicated tasks, prioritization skills.
Must have the ability to coordinate multi-faceted types of work. Excellent typing, communication and medical terminology skills are necessary. Related work experience in clinical or medical research field. General understanding of external Federal Guidelines, funding/sponsor communication & grant/contract best practices.
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 work space 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.
Staff will be asked to make occasional international travel to Faculty research subcontract grant sites in East and/or Southern Africa; as well as to attend NIH funded network meetings in the U.S. During site visits to international research sites, the Grant contracts Analyst will be expected to support the international site grants administrative and finance staff who implement the research subcontracts; and provide onsite training and updates on NIH grant requirements.
Classified Title: Grants & Contract Analyst Working Title: Grants & Contracts Analyst Role/Level/Range: ATP/03/PC Starting Salary Range:$50,200.00 – 69,089.00; Commensurate with experience Employee Group: Full Time Schedule: M-F 8:30 - 5:00 Exempt Status: Exempt Location: 41-MD:JH Library Service Center Department Name: 10003068-SOM Pat HIV Clinical and Research 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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