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Job Req ID:  90196

Grants & Contracts Manager

The Grants & Contracts Manager is a leadership position which manages financial activities for the Division of General Internal Medicine (GIM) and Addiction Medicine, which includes responsibility for accounts in sponsored, clinical, and designated funding areas. GIM has approximately 150 staff and 85 faculty and fellows and operates under a total annual budget of roughly 40 million dollars. This position will focus on management of all pre and post-award activities related to sponsored projects in the Department of Medicine, Division of General Internal Medicine (GIM) and Addiction Medicine. This position reports directly to the Assistant Administrator, GIM and the Associate Administrator, Sponsored Projects for DOM and GIM Research Director to develop standard simple processes for pre/post award, implement strategies to increase sponsored revenue generating programs, cost saving initiatives, and ensure the overall fiscal performance. Will act as the final point of contact with departmental faculty and/or divisional budgetary staff relating to financial activity for the division, including research grants and contracts, and financial reconciliation of sponsored accounts. Will coordinate post award activities with Provost/BDP office for their support of two GIM Bloomberg Distinguished Professors.

*This position is hybrid - in office 2-3 times per month*

Duties and Responsibilities:

Sponsored Projects – 80%

  • Responsible for oversight and management of all sponsored activities, pre and post-award and grant submissions via COEUS. GIM (East Baltimore) had ~65 competitive submissions and currently has ~75 active grants and contracts making up a $40 million dollar sponsored budget. Addiction Medicine has ~5 competitive submissions and currently has 5 active grants and contracts making up a $500 thousand dollar sponsored budget.
  • This person will onboard, train and directly supervise four Full-Time grants staff (Sr. GCA/GCA) and act as an advisor to faculty to ensure appropriate management of pre and post award activities for the division: including directing the daily management of budgets and accounts including cost analysis, dissemination of financial information to faculty, timely processing of payments from sponsors, and the reporting and close out process.
  • Develop reporting deadlines and follow-up system to ensure divisional grants are being managed appropriately. Identify, research, and resolve grants/contracts that are financially or administratively noncompliant
  • Serve as manager to train staff/oversee contracts with complex cost reimbursement invoicing structures and provide guidance on prime and sub proposals. Many divisional sponsored contracts require diligent and detailed oversight due to the multiple accounts and/or subcontracts to foreign institutions.
  • Analyze complex grant budgetary SAP data and BW reports to identify areas of risk for the division. For example, loss of funding, lack of compliance, over-expenditures etc.

Grant submissions: Pre-award

  • Work with faculty and designated senior staff to finalize grant submission checklist and ensure understanding of all submission pieces
  • Review budget justification for appropriateness and completeness of content. Compare budget detail to budget justification for consistency.
  • Verify compliance with sponsoring organizations’ guidelines, as well as with relevant University policies and procedures. Assist Principal Investigators in completion of required information. Ensure appropriate F&A rates are assigned.
  • Review tables from scientific section if indicated to crosscheck against information presented in budget.
  • Assure JCCI and Animal protocol numbers are valid.
  • Provide the groundwork for subcontract negotiations, including review for Hopkins-friendly contract language prototypes, and even mathematical corrections to subcontract proposals from other institutions.
  • Coordinate submission of large grant proposals
  • Responsible for tracking proposals and other documentation through signature/approval processes.
  • Maintain departmental grants database system for tracking active and pending awards by fiscal year, department, division, and/or individual investigator.
  • Facilitate and/or produce specialized sponsored projects reports utilizing institutional or departmental systems (i.e. Resource Database) for various faculty, Directors, Administrator, and Chairman.
  • Review, approve and then route to ORA all COEUS PDs for GIM and Addiction medicine.

Grant submissions: Post-award

  • Responsible for reviewing all Notice of Grants Awards from sponsor. Review for accuracy, content, adherence to institutional, government, and other sponsor guidelines.
  • Work cooperatively with Sponsored Project Shared Services to ensure grant accounts are established in a timely and accurate fashion.
  • Prepare monthly variance reports on research actual results vs. budget.
  • Work with GCA staff to identify reasons for variances and resolve balances on research accounts on a monthly basis.
  • Create systems to provide internal support to ensure knowledge and improvement in post-award management within the Divisions.
  • Serve as a liaison with Research Administration, SOM Business Office, Provost/BDP office and Shared Services.
  • Monitor costs transfers for lateness and work with Divisions to reduce incidents of late transfers.

Financial – 20%

Assist the Assistant Administrator in day to day operations, finances, and supervision personnel, space, and programs.

Specific responsibilities consist of:

  • All Funds/Divisional review/monthly meetings
  • Effort Sub department reviewer.
  • Ensure all pre-reviewer and certifiers are correct
  • Monitor GIM effort completion and deadlines
  • Submission of sponsored annual faculty salary budget
  • Annual faculty salary ISR upload
  • Justification for over expenditures or observed variances in fiscal budget.
  • Approval of sponsored shopping carts, travel reimbursements, non-payroll cost transfers and online payment requests.
  • Backup approver to assistant administrator and financial analyst

Special Knowledge, Skills, and Abilities:

  • Demonstrate a leadership and management style that works in cooperation with others who represent a wide range of interests and needs
  • Possess advanced knowledge in the use of financial software applications, databases, spreadsheets, and/or word processing required. Packages include: SAP, Microsoft

Minimum Qualifications
  • Bachelor's degree
  • Five 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. 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.
  • 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 the 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.

    ** Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

    Classified Title: Grants & Contracts Manager 
    Working Title: Grants & Contracts Manager   
    Role/Level/Range: ATP/04/PE  
    Starting Salary Range: Commensurate with experience 
    Employee group: Full Time 
    Schedule: M-F 8:30am - 5:00pm 
    Exempt Status: Exempt 
    Location: Hybrid/School of Medicine Campus 
    Department name: SOM DOM General Internal Medicine 
    Personnel area: School of Medicine


    The successful candidate(s) for this position will be subject to a pre-employment background check.


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