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Job Req ID:  47756

Grants & Contracts Analyst

Johns Hopkins University School of Medicine

Founded in 1893, the School of Medicine (SOM) is the academic medical teaching and research arm of The Johns Hopkins University. With a budget of over $2 billion, the SOM has consistently been among the nation’s top medical schools in the number of research grants awarded by the National Institutes of Health (NIH) and in having as its major teaching hospital, The Johns Hopkins Hospital (JHH). JHH was ranked the best hospital in the United States for 22 years by U.S. News & World Report. Sixteen Nobel laureates associated with the SOM as alumni and faculty have won the Nobel Prize in Medicine or Chemistry, two of which, are current faculty. Fifteen current faculty are members of the National Academy of Sciences. The SOM offers an M.D. an M.D./Ph.D. and 19 other graduate programs. In the current year, there are over 1,250 medical and doctoral students, and more than 2,700 full-time faculty.


General Summary/Purpose: 
The Grants & Contracts Analyst will provide dedicated professional level sponsored funds management to the International Maternal Pediatric Adolescent AIDS Clinical Trials Group (IMPAACT), for more than 80% of time.  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, compliance, and closeout. The primary goal of this position is to ensure timely, effective and efficient functioning of sponsored funding.  


The ideal candidate will work independently the majority of the time, with support from Sr. Financial Manager and/or other department staff. General proficiency with grant/contract preparation and management is expected.  May interact with internal and external research/administrative professionals, IMPAACT Operations Center and Data Management Center. This role functions at an intermediate level, with responsibility for independent management of simple to moderately complex grants/contracts, including Subaward agreements.  These grants, contracts and awards may involve detailed budgets, Subawards and Pharmaceutical company clinical trials.


Note: This position is not eligible for visa sponsorship.


Duties and Responsibilities:

  • Understand and utilize institutional policies for pre-award and post-award grant process and sponsor guidelines
  • Conduct complex award management activities, including monitoring and reconciling accounts, audits, and evaluations and reporting
  • Assist in preparation of grant materials for competitive renewals, progress reports, carryover requests and administrative supplements to include, but is not limited to creation and/or review of budgets, justifications and communicating necessary corrections to subrecipient
  • Review involves accuracy, content, adherence to all relevant guidelines
  • Review budgets and related justification for appropriateness and completeness of content
  • Ensure 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.
  • Setup Subagreement documentation including significant financial interest form, Subagreement information sheet and collating multiple Subagreement documents
  • Manage, monitor and review Subagreement invoices to match approved budget and scope of work, following established processing procedures
  • Conduct Subrecipient audits as required
  • Apply a working knowledge of applicable laws and regulations; verifies documents for completeness and compliance with government and private agencies
  • Sustain complex database/excel spreadsheets and filing system in order to ensure balance purchase orders, accounts and consortium expenditures
  • Create and maintain Subagreement files after fully executed agreements are sent to Subrecipients
  • Maintain IMPAACT finance e-mail box. Answer budgetary and invoicing questions in a timely manner
  • Monitor monthly expenditures through reconciliation of monthly financial statements
  • Assist in oversight of the expenditure of funds; ensure that funds are expended according to sponsoring organization’s stipulations and appropriate university guidelines
  • Provide information and direct assistance required to complete contract and Subaward closeouts
  • Perform miscellaneous related duties as necessary


Minimum Qualifications (Mandatory):

  • Bachelor’s degree with 2 years related administrative/budgeting experience
  • Successful completion of the Research Admin Trainee program (13-15 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.  
    • 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 Knowledge, Skills, and Abilities:

  • 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
  • Proficient in the use of software applications and Microsoft Office programs (Excel, Word, etc.)
  • Strong organizational and analytical skills, problem solving abilities and attention to detail required
  • Strong interpersonal and communication skills, both oral and written
  • Demonstrated ability to coordinate projects independently and work constructively as part of a team


Work Environment /While performing the duties of this job:

  • While performing the duties of this job, the employee may remain in a stationary position (sitting at computer/desk) up to 85% of the time
  • The employee is required to operate computer keyboard for majority of work time and other office equipment like calculator or copier throughout the day and for prolonged periods
  • Prolonged vision requirements including viewing computer screen, paper reports/documents, and statements
  • May transport from one area to another (in the administrative office or building) or be required to lift and/or move up to 40 pounds with proper training, or precautions/lifting aides (example: paper supply boxes, doment files, large mail bags/boxes for pick up or receipt)
  • In some areas, workspace is confined
  • Staff may be required to complete annual competency review, and must insure compliance with Hospital Policy, Laboratory Policy & Procedure, Health, Safety & Environment regulations, and all applicable privacy & confidentiality laws/practices

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 8:00a - 4:30p 
Exempt Status: Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10003067-SOM Pat Transfusion Medicine 
Personnel area: School of Medicine


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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