The Sr. Grants & Contracts Analyst will coordinate all activities related to sponsored project submissions, award funding, account activity, financial reporting and close-out procedures for the Department of Ophthalmology, School of Medicine. The primary goal of this team position is to ensure timely, effective, and efficient functioning of sponsored funding.
Specific Duties & Responsibilities
Will partner with and act as final point of contact with Departmental faculty and/or budgetary staff and the Office of Research Administration toward the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies.
• Understand Institutional policies for pre-award grant process and sponsor guidelines.
• Responsible for reviewing all sponsored project proposals for assigned faculty in the Department prior to them being forwarded to the Research Administrative Manager and the Office of Research administration for signature. Review is based upon accuracy, content, adherence to institutional, government and other sponsored guidelines.
• Provide instruction, assist in preparation and answer questions relating to grant application procedures and serves as a liaison between the research unit, various central offices and funding agencies
• Review budgets and budget justification for appropriateness and completeness of content.
• Coordinate submission of grant proposals ensuring that all applicable direct and indirect cost rates have been applied.
• Provide groundwork for subcontract negotiations, including review and even mathematical corrections to proposals from other institutions.
• Assure IRB and animal protocol approval is current.
• Responsible for tracking proposals and other documentation through the signature/approval process.
• Maintain an accurate work flow journal/database detailing grant/contract process dates and submission dates.
• Once funded, review account setup to ensure it is correct based on the terms of the agreement.
• Analyze complex financial data and extracts and defines relevant information; interprets data for the purpose of determining past financial performance and/or to project a financial probability.
• Ensure expenditures on grants and contracts are monitored monthly by the Principal Investigator and the Department as a whole to maintain balanced accounts.
• Conduct internal audit of the faculty’s financial portfolio to ensure expenditures are on track and implements administrative changes requested by faculty and management.
• Identify and communicate over-expenditures to faculty, Division managers, and upper management. Will resolve funding shortfalls before finance reports to sponsors can be finalized.
• Ensure reports are submitted on time to sponsors by partnering with Departmental contacts and Sponsored Shared Services. Approves final invoices and financial reports, on behalf of the Department, prior to submission to Sponsors.
• Work towards revenue maximization by understanding and overseeing the use of various funding sources within the Department of Ophthalmology and the overall portfolio of the investigator.
• Use various general accounting and software applications, such as spreadsheets, relational databases, cost-accounting systems, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Facilitate and/or produce specialized sponsored research/project reports utilizing institutional and/or departmental systems (Microsoft Office, SAP, coeus, etc.).
• Reconcile assigned accounts on a monthly basis.
• Prepare payroll documents and non-payroll transfers needed to reconcile accounts.
• Train analysts and divisional finance contacts on how to monitor and reconcile faculty accounts and how to use various software packages for successful grant application submissions.
• Keep abreast of changes in federal and institutional policies in managing grants to ensure compliance and communicates these changes to staff, faculty and upper management.
• Ensure proper management of all sponsored awards, by insuring all financial transactions agree with GAAP, NIH Grants Policy Statement, FDP, OMB, CAS, and University or Hospital policies and procedures.
• Proactive in interactions with the School of Medicine Research Administration, Sponsored Shared Shares, and School of Medicine Divisional Business Office to resolve issues.
• Facilitate communication between the staff/faculty and Accounts Receivable for timely billings of sponsored research and receipt of payments.
• Maintain professional confidentiality in regards to employee issues, payroll concerns or any personnel and financial information pertaining to the faculty and staff of the Department.
• Work independently and exercise independent judgment in resolution of administrative problems/challenges.
• Assume responsibility for decisions, consequences, and results having an impact on people, costs and/or quality of service within and outside of the Department. Key focus must be on customer service, timely communication and meeting deadlines.
• Complete special assignments/projects as assigned. On-going participation in workflow development and retooling. Attends and participates in team, 1-on-1 meetings and other department/divisional meetings as requested.
• Conduct a minimum of one training session to field analysts/colleagues during the finance training sessions.
• Attend at least two professional/skill development courses per annual review year.
All of the above activities require an individual with the ability to work with little supervision and with focused decision making capabilities.
Bachelor's degree required, preferably in finance, accounting, or other related field.
Four (4) years of experience in financial positions required, preferably in an academic or medical 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: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for the required education on the same basis.
Special Knowledge, Skills, and Abilities
Knowledge of accounting and budgeting theory and practices.
Very strong financial analysis skills, which assumes competent spreadsheet and financial database capabilities
Very strong organizational skills, analytical and problem solving abilities, and attention to detail.
The ability to work within fixed deadlines, meet concurrent deadlines and prioritize work
The ability to manage a high volume of complex workload requirements and be comfortable with and proficient in multi-tasking
Excellent communication skills, both oral and written
A keen knowledge of process work flow and effective follow-up/tracking capabilities
Ability to emanate patience and understanding with faculty and staff with varying degrees of financial knowledge.
A strong positive customer service attitude is a must for success.
Classified Title: Sr. Grants & Contracts Analyst Working Title: Sr. Grants & Contracts Analyst Role/Level/Range: ATP/04/PD Starting Salary Range: $59,280-$81,435 /commensurate with experience Employee group: Full Time Schedule: Monday-Friday, 8:30a-5:00p / 37.5 hrs per week Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department name: 10002967-SOM Oph Finance Personnel area: School of Medicine
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