Grants & Contracts Specialist

Baltimore, MD, United States

Press Tab to Move to Skip to Content Link

Johns Hopkins strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The seasonal flu vaccine requirement remains unchanged. Exceptions may be provided under certain circumstances. Click here for more information. . Select how often (in days) to receive an alert: Create Alert

We are seeking a Grants & Contracts Specialist  who will provide entry-level professional sponsored funds management for more than 80% of the 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 the 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. This is a non-exempt position.

Specific Duties & Responsibilities

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 of the departmental research team.

Understand and utilize institutional policies for the pre-award grant process and sponsor guidelines.

Review all sponsored project proposals for assigned grants of moderate complexity, before them being forwarded to the Grants & Contracts Manager and ORA for signature. The review involves accuracy, content, and adherence to all relevant guidelines.

Provide instruction, preparation assistance, and support related to grant application procedures, at the direction of the supervisor.

Serve as liaison between research units, central offices, and funding agencies for grants of moderate complexity.

Review budgets and related justification for appropriateness and completeness of content. Ensures that all applicable and indirect costs have been applied. Involve 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.

Coordinate related details for 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.

Assist with award setup details, after the grant number is assigned.

Support 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.

Support faculty in collecting and reviewing required administrative documents for submissions to federal and private sponsors, working with the Sr. Sponsored Projects Officer.

Review sponsor guidelines and create checklists and outlines for proposers to follow.

Assist in creating and routing SWiFT records to JHURA.

Create shopping carts for subawards.

Act independently to ensure internal proposal deadlines are met.

Review new account setups for accuracy and distribute them to departments.

Special projects as assigned by the Assistant Dean.

Special Knowledge, Skills, & Abilities

General knowledge of accounting and budgeting theory and practices required. General knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices are preferred.

Ability to understand when additional direction/expertise is needed on matters of complexity. Able to make decisions daily, within pre-determined guidelines and parameters.

Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.

General understanding of external Federal Guidelines and procedures regarding grants and contracts.

Level of Independent Decision Making

Employees in this role function independently when working on less complex grants and contracts responsibilities.

General proficiency with grant/contract preparation and management is expected.

The Specialist has some involvement with more complex grant management, under the direction and oversight of a more senior member within the research function.

We are seeking a Grants & Contracts Specialist  who will provide entry-level professional sponsored funds management for more than 80% of the 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 the 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. This is a non-exempt position.

Specific Duties & Responsibilities

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 of the departmental research team.

Understand and utilize institutional policies for the pre-award grant process and sponsor guidelines.

Review all sponsored project proposals for assigned grants of moderate complexity, before them being forwarded to the Grants & Contracts Manager and ORA for signature. The review involves accuracy, content, and adherence to all relevant guidelines.

Provide instruction, preparation assistance, and support related to grant application procedures, at the direction of the supervisor.

Serve as liaison between research units, central offices, and funding agencies for grants of moderate complexity.

Review budgets and related justification for appropriateness and completeness of content. Ensures that all applicable and indirect costs have been applied. Involve 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.

Coordinate related details for 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.

Assist with award setup details, after the grant number is assigned.

Support 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.

Support faculty in collecting and reviewing required administrative documents for submissions to federal and private sponsors, working with the Sr. Sponsored Projects Officer.

Review sponsor guidelines and create checklists and outlines for proposers to follow.

Assist in creating and routing SWiFT records to JHURA.

Create shopping carts for subawards.

Act independently to ensure internal proposal deadlines are met.

Review new account setups for accuracy and distribute them to departments.

Special projects as assigned by the Assistant Dean.

Special Knowledge, Skills, & Abilities

General knowledge of accounting and budgeting theory and practices required. General knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices are preferred.

Ability to understand when additional direction/expertise is needed on matters of complexity. Able to make decisions daily, within pre-determined guidelines and parameters.

Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.

General understanding of external Federal Guidelines and procedures regarding grants and contracts.

Level of Independent Decision Making

Employees in this role function independently when working on less complex grants and contracts responsibilities.

General proficiency with grant/contract preparation and management is expected.

The Specialist has some involvement with more complex grant management, under the direction and oversight of a more senior member within the research function.

Minimum Qualifications

Bachelor's Degree.

One year of administrative/budgeting experience.

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.

Preferred Qualifications

Some experience with sponsored funding.

Experience in higher education administration.

Classified Title: Grants & Contracts Specialist

Role/Level/Range: ATP/03/PB

Starting Salary Range: $23.43 - $32.23 - $41.02 HRLY (Commensurate with experience)

Employee group: Full Time

Schedule: Monday - Friday, 8:30 am - 5:00 pm

Exempt Status: Non-Exempt

Location: Hybrid/Homewood Campus

Department name: Dean Office of

Personnel area: School of Arts & Sciences

Total Rewards

The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/ .

Education and Experience Equivalency

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: 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.

Applicants Completing Studies

Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion .

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Accommodation Information

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 Talent Acquisition Office at [email protected] . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/ .

Vaccine Requirements

Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine . Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry.  This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/  and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/ .

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.

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.

#J-18808-Ljbffr