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Job Req ID:  9987

Grants & Contracts Manager

The Hopkins Extreme Materials Institute (HEMI) is one of Johns Hopkins University’s premier research institutes on the Homewood Campus. Established in 2012, HEMI includes faculty members from the Whiting School of Engineering, Krieger School of Arts and Sciences the Applied Physics Laboratory in collaboration with numerous associates from academia, government, and industry. Our team of globally recognized researchers embraces the challenge of solving extremely complex research problems. This allows us not only to develop and provide the tools needed to address today’s problems but also to lay the groundwork needed to build the basic science needed to address future threats and opportunities.

Responsible for the oversight of the complex sponsored pre- and post-award grant/contract activities of HEMI and its centers, the Grants and Contracts Manager role includes the management /supervision of administrative staff and providing guidance to the Institute Director, Executive Program Manager, Senior Administrative Manager, and faculty on fiscally related activities on both the non-sponsored and sponsored accounts related to HEMI.  This person will provide assurance of compliance with internal and external regulations across multiple centers, external university collaborators, off site programs, and government sponsors.

Job Scope/Complexity:

Will provide broad/in-depth guidance on protocols, regulations and guidelines to Director’s, Executive Program Director, PI’s and other scientific/research professionals, both within the University and with other associated research/administrative professionals outside of the University.  This position offers guidance and learning support to Grants & Contracts Analysts, and Budget Analyst within the department.  Works closely with faculty and staff on complex awards management and submissions; provides ongoing staff training; disseminates information on new regulations and compliance rules; provides quarterly and annual sponsored funding reports as needed to department, center and/or division leadership as required.  Will act as the final point of contact for the department, center, and/or division with faculty, grants and sponsored research staff.

Essential Functions:

  • Manage all fiscal administrative activities within HEMI including those with collaborative partners, sub awardees, contractors, and other JHU departments.  This includes direct oversight of all pre-award and post award processes, including proposal preparation, budget allocations and reporting deliverables for sponsored funds and internal operating and capital funds.  This requires leading and tasking various administrative and financial resources outside the HEMI organization in a matrix management style. 
  • Overall management of HEMI sponsored portfolios (approximately $12 million annually)
  • Serve as liaison for Departmental Sponsored Projects Office, Office of Research Administration and University Shared Services.
  • Manage grant and contract submissions:  Act as first point of contact with Institute & department faculty and their administrative staff toward the planning and development of proposals for submission of grant/contract packages to various federal agencies, private agencies/foundations, and commercial contract proposals to companies/private industry.  This includes providing instructions on budgets, required documentation, regulations and guidelines pertinent to the agency and/or University.
  • Partner with and act as final point of contact with 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.
  • Develop, review, and revise budgets as necessary for accuracy, appropriateness, reasonableness, and completeness.
  • Develop and coordinate subcontracts and subcontract activities including performance monitoring.
  • Maintain positive professional liaisons with a spectrum of institutional, local, and national contacts, all of which aid and assist the Institutes grants and contracts process.
  • Provide assistance to the Senior Administrative Manager, Executive Program Director, and Institute Director on a variety of tasks related to the management of Institutional financial activities.
  • Train new departmental employees in the grant proposal process, use of Institute developed spreadsheets, pre- and post-award grants management, COEUS, SAP, electronic document processing, etc.
  • Create and maintain spreadsheets, data collection and storage processes for the Institute accounts. 
  • Input and maintain data on a monthly basis for tracking of grant submissions, project spending, effort planning, etc.
  • Conduct trend analyses, project spend rates, provide information to Executive Program Director and Institute Director and make recommendations on future funding rates for sub awards.
  • Process all invoices of sub awards and ensure timely submission and accuracy of all invoices.
  • Generate or review financial profiles of centers, subcontracts, industry partners, and external University consortium members as requested
  • Develop and oversee the maintenance of budget monitoring systems for JHU departmental funds. Review SAP reports, analyze variances and take appropriate action.
  • Manage accounts including budget appropriation, monitoring, reconciliation, invoicing, etc.
  • Manage internal sponsored audits and the development of an account reconciliation system for sponsored accounts.
  • Manage the process for delivering the technical and financial reports for private and government sponsors.
  • Provide on-going guidance, facilitation & expertise to faculty in their grant pursuit efforts by providing analysis of all grant and contract applications.
  • 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.
  • Provide regular reporting to principal investigators on financial status of grants, contracts and discretionary accounts.  Assist with closeout of grants and contracts. 
  • Ensure that related post-award processes are coordinated appropriately by members of the grants & contracts team, including award setup, review, account setup verification, and ensuring that staff 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.
  • Oversee and direct all aspects of complex award management activities and provide oversight to other members of the grants & contracts team, including monitoring and managing accounts, audits, evaluations and reporting.
  • Provide information and direct assistance required to complete contract and grant closeouts, as needed.  Ensure that all closeouts handled by other members of the grants & contracts team have been handled appropriately.
    Ensure compliance in all other areas related to grant and contract management, including compliance registrations, safety and environmental health issues, internal protocols, conflicts of interest, etc.
  • Assist Senior Administrative Manager with operational and discretionary account management
  • Participate in Institute leadership activities, such as weekly leadership meetings and annual strategic exercises related to budget process
  • Manage the performance and efficiency of other members of the departmental grants and contracts team.

Leadership/Supervision:

This position manages a staff of two or more professional and para-professional level positions.  The Manager serves as first point of contact and resource guide for department faculty and analysts for the planning and development of budgets for submission with grant packages to various federal agencies, private agencies, foundations and commercial contract proposals. This includes providing instruction on protocol, regulations and guidelines pertinent to the agency/or university. 

Minimum qualifications:

Bachelor’s degree required, along with 5 years of related experience in sponsored research and/or financial positions, preferably in an academic or medical setting.  Two of those years must include working in a lead or supervisory capacity with extensive supervisory responsibilities or high level, direct involvement in JHU grants and contracts leadership development training projects, serving as a recognized subject matter expert.

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.
  • Proven ability to provide leadership, management and training to the sponsored research team.
  • Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
  • Thorough knowledge of external Federal guidelines/procedures for grants and contracts, including NIH, NSF, DOD and NASA.
  • Strong communication skills are required as well as tact and discretion. Maintain strict confidentiality of payroll/personnel and budget information.
  • Knowledge of Excel, Access and Word.
  • Knowledge of JHU on-line systems for budgets, purchasing and accounting preferred. 

Additional Applicable Information:

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.

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.

Role/Level/Range: ATP/4/PE
Starting Salary Range: $67,114 - $92,218 (Commensurate with Experience)
Employee group: Full Time
Schedule: M-F, 8:00 a.m. to 4:30 p.m.
Employee subgroup: Exempt
Location: Baltimore, MD
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.

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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