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Job Req ID:  61333

Grants & Contracts Analyst

The Engineering Business Office seeks a Grants and Contracts Analyst  who will support the Institute of NanoBioTechnology as part of the INBT finance team within the Whiting School of Engineering. This will be a fast-paced, multi-tasking and visible position that is part of a dynamic team of administrative, financial, academic, communications, and programmatic staff that work together in teams and working groups to provide support to the faculty, students, and programs of the institute. This position will include extensive internal and external interaction with faculty, staff, students, and other collaborators of INBT through phone, e-mail, other written correspondence and face-to-face interaction. The position is expected to maintain a high degree of professionalism and trust on the telephone, in person, on zoom, and via electronic communication, and must be able to prioritize and multitask based on changing needs and deadlines. Inter- and intra-office communication and teamwork skills are critical. This position will perform duties of a sensitive and highly detailed, technical nature, exercising administrative judgment and maintaining responsibility for quality of service and discretion. This role will reside in INBT and report directly to INBT’s Grants and Contracts Manager, while simultaneously reporting to the WSE Director of Research Administration.


The Analyst will provide dedicated professional level sponsored funds management for more than 80% of time. The primary goal of this position has responsibility for post-award functions that include, but may not be limited to: budget development, account maintenance and oversight, billing/invoicing, reporting, compliance, and closeout. The pre-award activities may include proposal preparation, submission, and budget development. Works independently on a variety of grants/contracts that range from simple to moderately complex. While this role may assist with some aspects of non-sponsored funds, the primary goal of this position is to ensure timely, effective and efficient functioning of sponsored funding. This is an exempt position.


Job Scope/Complexity:

Will work independently the majority of the time, with support from Principal Investigator (PI) and/or senior/management level grants and 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.


Types of Sponsored Awards for Which the Position is Responsible:

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. These grants, contracts and awards may involve detailed budgets, subawards and special instructions in RFA, career awards, training awards, multi-project grants, complex Foundation grants, subawards from other institutions on their federal pass-through grants.


Specific Duties & Responsibilities:

  • Understand and utilize institutional policies for post-award grant process and sponsor guidelines.
  • 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.
  • 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 set up appropriately.
  • Pro-actively ensures spending is compliant in accordance with institutional and sponsor regulations, terms, and conditions.
  • 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 including monitoring and managing accounts, audits, evaluations and reporting.
  • Provide information and direct assistance required to complete contract and grant closeouts.
  • Partner with departmental faculty and/or budgetary staff and the Divisional office of Research Administration toward the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies.
  • May review sponsored project proposals for assigned faculty prior to them being forwarded to the Grants and Contracts Manager and Divisional Sponsored Projects Office for Signature. Review involves accuracy, content, and adherence to all relevant guidelines.
  • May be expected to provide instruction, preparation assistance and support related to grant application procedures.
  • May serve as liaison between research units, central offices and funding agencies.


Minimum Qualifications (Mandatory):

  • Bachelor’s degree required. 
  • Two years of related experience in sponsored research and/or financial positions, preferably in an academic 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. 
    • 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.                                                                                                                                

Special Skills, Knowledge & Abilities:

  • Knowledge of accounting and budgeting theory and practices required.
  • Ability to make independent judgements 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.


Preferred Qualifications:

  • Thorough knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.

Classified Title: Grants & Contracts Analyst
Role/Level/Range: ATP/03/PC 
Starting Salary Range: $50,700 - $69,780 annually (commensurate with experience)
Employee group: Full Time 
Schedule: M-F/8:30-5:00 
Exempt Status: Exempt  
Location: Homewood Campus 

Department name: ​​​​​​​Institute for NanoBioTechnology 
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 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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