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Job Req ID:  15906

ADVANCE Program Associate

General Summary/Purpose:

The Alliance for Cardiovascular Diagnostics and Treatment Innovation (ADVANCE) is recruiting for a Grants and Contracts Analyst position. ADVANCE’s mission is to apply predictive data-driven approaches, computational modeling, and innovations in cardiac imaging to the diagnosis and treatment of cardiovascular disease. The ADVANCE team includes researchers and clinicians in the Whiting School of Engineering and the Department of Medicine, reflecting a strong commitment to collaboration and innovation.


Position Overview:

The focus of this position is to support ADVANCE initiatives. This will be a key position within the center and will require the ability to work independently and manage multiple priorities in a fast-paced environment. This is an exempt position.


Specific Duties & Responsibilities:

  • Partner 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 and utilize institutional policies for pre-award grant process and sponsor guidelines. 
  • Review all sponsored project proposals for assigned faculty 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.
  • Serve as liaison between research units, central offices and funding agencies.
  • Review budgets and related justification for appropriateness and completeness of content.  Ensures that all applicable and indirect costs have been applied.  May also provide groundwork for subcontract negotiations.
  • 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 departmental leadership.  Assist with closeouts as needed.
  • Coordinate the process of setting up awards in designated department/division after grant number is assigned, including reviewing award, verifying award set-up and ensuring personnel is setup appropriately.
  • Ensure that post-award responsibilities are completed, including budget distribution, account reconciliation, e-form setup, effort reporting, cost transfers, paying invoices and paperwork finalization related to subcontract setup.
  • Conduct complex award management activities and provide oversight to other employees, including monitoring and managing accounts, audits, evaluations and reporting.
  • Provide information and direct assistance required to complete contract and grant closeouts.
  • Provides oversight of ADVANCE programs, initiatives, and activities in consultation with key faculty. Develop and implement plans, including special projects and educational activities; manage tasks and financial resources. Determine appropriate courses of action based on a thorough understanding of desired outcomes, expectations and timelines.
  • Provides administrative support to ADVANCE faculty, including calendar support for the Center Director. Exercises independent judgment in prioritizing meetings and scheduling. Initiate, develop and prepares agendas; and prepare and distributes materials.
  • Coordinates and manages events, workshops and seminars in support of the ADVANCE mission. Takes responsibility for planning and executing all aspects of key events, including site selection, vendor negotiation, registration, pre and post event communications, budget management, travel arrangements and reimbursements.
  • Initiates ordering of supplies and other procurements, processes and tracks reimbursements for the Center director.
  • Updates ADVANCE website and maintains social media presence as needed.
  • Other duties as assigned.


Minimum Qualifications (Mandatory):

  • Bachelor’s degree required, along with 2 years of administrative/budgeting experience.
  • Additional education may substitute required experience and additional related experience may substitute 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 Skills/Knowledge:

  • 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.


Classified Title: Grants & Contracts Analyst 
Working Title: ADVANCE Program Associate 
Role/Level/Range: ATP/03/PC 
Starting Salary Range: $50,200 to $69,089 per year
Employee group: Full Time 
Schedule: M-F, 8:30 a.m. to 5 p.m. 
Exempt Status: Exempt  
Location: 01-MD:Homewood Campus 
Department name: 10001477-Engineering Business Office 
Personnel area: Whiting School of Engineering


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 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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