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Job Req ID:  16926

Grants & Contracts Analyst




The Department of Mental Health is seeking a Grants and Contracts Analyst.  This position will provide dedicated professional level sponsored funds management with specific responsibility for pre-award and post-award functions that include, 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 grants/contracts that vary in complexity.  


The primary goal of this position is to ensure timely, effective and efficient monitoring of sponsored funding within the Department of Mental Health. This role will also be responsible for the oversight of non-sponsored funds for assigned faculty.


Specific Duties & Responsibilities: 



Coordinate submission of grant proposals to include new, resubmissions, continuing projects, subcontracts, supplements,  and Just-In-Time submissions, using electronic (COEUS, ASSIST, G5, GMS, eRA Commons) and paper formats for final review and approval by Mental Health Administration.


Work directly with subcontract sites to ensure all documents are included for submission and in compliance with sponsor guidelines. Prepare and assist in the development of the budget and budget justification with assigned PI’s.  Apply appropriate costs rates such as indirect and benefit rates. 


Ensure compliance with all relevant University and/or agency regulations and restrictions. Assure regulatory compliance by faculty, fellows, students, and staff related to Human Subject Research, Conflict of Interest, Effort Reporting, and other training modules.  Track proposals and other sponsored research documentation through the signature/approval processes to ensure all deadlines are met. 


Advise faculty and staff on changes in sponsored research policies.  Serve as a liaison between JHURA, the PI, and funding agencies. 



Take initiative on advising faculty and staff on changes in sponsored research policies (Cost Principles Regulation OMB Circular A21 and Uniformed Administration Requirement OMB Circular A-110).  Verify compliance with sponsoring organization’s guidelines, as well as with relevant University policies and procedures. Distribute/reallocate budgets making necessary changes to original budget.


Prepare, submit, and track all subcontract documentation. Coordinate, monitor and submit all progress reports. Reconcile monthly statements for assigned accounts according to sponsoring organization stipulations and University guidelines.  Using SAP and Excel, prepare financial reports and analysis when requested (e.g. prepare detailed budget summaries on a quarterly basis to review accounts, etc.).


Meet with faculty on a regular basis regarding the status of grants/accounts to project spending plans and forecasts financial outcome, making adjustments as necessary. Work with sponsored projects (SPSS) to ensure that all financial reporting and billing is accurate and submitted to funding agencies in a timely fashion.



Prepare salary support projections for assigned faculty/support staff and identify potential support gaps, communicate findings with the appropriate faculty/staff. Work with the Payroll Coordinator to ensure that faculty/staff salary allocation e-forms   are correctly populated in SAP.


Provide backup approval support in SAP for travel reimbursements, purchasing requests, on-line payments, and other tasks as determined.  Serve as the back up in the preparation of electronic forms such as e-forms, journal vouchers, and purchase orders. 


This description is a general statement of required duties and responsibilities performed on a regular and continuous basis.  It does not exclude other duties as assigned.


Minimum Qualifications:

Bachelor's degree in finance, accounting, or other related field required.  Two years of administrative/budgeting experience required.  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.


Preferred Qualifications:  Strong working knowledge of COEUS, SAP, and Microsoft Office WORD and EXCEL. A general understanding of guidelines/rules for federal (NIH, CDC, DOJ, IES), non-federal, foundations, and international funding agencies is preferred. Preferable administrative/budgeting experience in an academic or medical setting.


Additional Knowledge, Skills, and Abilities:  

Ability to make independent judgments and to act on decisions on a daily basis required. Ability to prioritize own work, work with flexibility on several tasks simultaneously to meet concurrent deadlines. 


Ability to interpret financial reports.  Strong organizational skills, analytical and problem solving abilities and attention to detail required. Must have strong communication skills, both oral and written, and be able to maintain confidentiality. 


Must be able to effectively interact with all levels of JHU/JHMI employees as well as external personnel. Proven ability to function as part of a team.


Classified Title: Grants & Contracts Analyst   ​​​​​
Role/Level/Range: ATP/03/PC 
Starting Salary Range: $50,700.00 - $55,500.00; Commensurate with Experience
Employee Group: Full Time 
Schedule: Monday - Friday 
Exempt Status: Exempt  
Location: School of Public Health, East Baltimore Campus 
Department Name: Mental Health, Administration 
Personnel Area: School of Public Health


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 jhurecruitment@jhu.edu. 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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School of Public Health - East Baltimore Campus