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Job Req ID:  64778

Grants & Contracts Analyst

Hopkins Extreme Materials Institute (HEMI) is seeking a Grants & Contracts Analyst  who will provide dedicated professional level sponsored funds management for more than 80% of time with specific responsibility for pre-award and post-award functions for HEMI that include, but may not be limited to: proposal preparation, submission, budget development, account projections and oversight, billing/invoicing, reporting, compliance, and closeout. The ideal candidate will work 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:

  • The Grants & Contracts Analyst will work independently the majority of the time, with support from Principal Investigator (PI) and/or senior/management level grants & contract professionals on increasingly more complex grants/contracts.
  • They will provide standard professional administrative level guidance on regulations, the status of accounts, and guidelines to PI and other scientific/research professionals within the institute.
  • They 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, special proposal instructions, multi-project grants, complex Foundation grants, consortium cooperative agreements, and subawards from other institutions.


Specific Duties & Responsibilities:

  • Partner with departmental faculty and/or budgetary staff and the Johns Hopkins University Research Administration (JHURA) toward the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies
  • Understand and utilize institutional policies for the pre-award grant process and sponsor guidelines
  • Review all sponsored project proposals for assigned faculty prior to forwarding them to the Grants & Contracts Manager and JHURA for signature
  • Review involves accuracy, content, and 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
  • Provide groundwork for subcontract negotiations and setup
  • 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, reporting, and projections 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, eform setup (payroll), effort reporting, cost transfers, and paying invoices
  • Conduct complex award management activities and provide oversight to other employees, including monitoring and managing interrelated accounts, expenditure rates and expenses, audit documentation, andreporting
  • Provide information and direct assistance required to complete contract and grant closeouts


Minimum Qualifications (Mandatory):

  • Bachelor’s Degree required, along with 2 years of administrative/budgeting experience
  • Successful completion of the Research Administration Training Program (15 months) is equivalent to two years of relevant experience for this position. If an employee does not successfully complete the program, no additional experience will be applied.

  • 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


Special Knowledge, Skills & Abilities:

  • General knowledge of accounting and budgeting theory and practices
  • 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
  • Strong mathematical and Excel skills with attention to detail
  • Knowledge of external Federal guidelines/procedures for grants and contracts proposals, including NIH, NSF, DOD and NASA
  • Thorough knowledge and understanding of The Johns Hopkins University accounting system (SAP) and related fiscal offices preferred



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.


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 37.5 
Exempt Status: Exempt  
Location: ​​​​​​​Homewood Campus 

Department name: ​​​​​​​Hopkins Extreme Materials Institute
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.


Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. 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 on which campus you will work.  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.


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