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Job Req ID:  58613

Grants & Contracts Specialist

General summary/purpose:

Specialist will provide entry level professional sponsored funds management for more than 80% of time with specific responsibility for post-award functions that include, but may not be limited to: budget development, account maintenance and oversight, billing/invoicing, reporting, foreign field office interaction and guidance, and closeout.  This role may manage less complex grants in the post-award stage, with necessary oversight and direction.  While this role may assist with some aspects of non-sponsored funds (general funds and gifts), the primary goal of this position is to support the timely, effective and efficient functioning of sponsored funding.  

This is a non-exempt position.   


Job Scope/Complexity:
Employees in this role function independently when working on less complex grants and contracts responsibilities.  General proficiency with grant/contract budget preparation and management is expected.  The Specialist has some involvement with more complex grant management, under the direction and oversight of a more senior member within the financial function.  This role has the added complexity of international operations as the bulk of the center’s grants are operated internationally. 


Types of sponsored awards for which the position is responsible: 
This position assists with post award support responsibilities for simple to moderately complex grants/contracts, including those from USAID.   These grants, contracts and awards may involve moderate budgets, Foundation grants and Subawards from other institutions on their federal pass-through grants.

Primary Duties and Responsibilities:

  • Form an understanding of JHU policies and procedures relating to grant management.  Form an understanding of JHU fringe rates and indirect cost rates.
  • Form an understanding of donor policies and guidelines, specifically USAID and 2 CFR 200, and a knowledge of where to look for regulations.
  • Assist in the development of annual workplan budgets and subsequent expenditure tracking tools to meet both program and funder requirements. 
  • Responsible for a small portfolio of 1-2 simple awards with little to no field presence.
  • Assist with award setup details, after grant number is assigned. 
  • Support all relevant post-award responsibilities, as requested by senior members of the grants & contracts team, including account reconciliation, effort reporting, cost transfers, paying invoices, closeouts and related faculty support.
  • Interact with foreign field off finance staff to educate them on basic rules and regulations and to improve their abilities in developing procurement documentation.
  • Communicate clearly and effectively with a broad group of foreign and domestic stakeholders.
  • Procurement and Travel:
    • Understand and apply the CCP matrix for procurement and direct the foreign field team on their implementation of the matrix.
    • Reviews contracts for compliance, correctness, and reasonableness of payment terms.
    • Reviews medium complexity selection memos for logic, correctness, and the Specialist will apply regulations which have been specifically highlighted.
    • Create Purchase Orders, JHBoxes,
    • Complete Visual Compliance reviews of vendors to ensure that they are not on any watch lists.
    • Validate mathematical calculations on invoices and obtain confirmations from the program team that work has been completed. 
    • Review budget trackers to ensure availability of funding prior to approving procurements.
    • Approval authority between $3K and $25K for field office procurements.
    • Prepare all SAP documentation and transactions – e-forms, shopping carts, on-line payments, and expense reimbursements as needed.
    • Data entry of TRIP expenditures, and reconciliation of TRIP reports in budget trackers.
    • Review for basic compliance with JHU and donor policies.
    • Assist with field support activities.  This includes helping to facilitate rent payments for field staff, coordination of field workshops (i.e. payments for venues), etc.
    • Maintain filing system and develop simple tracking systems as needed.
  • Human Resources:
    • Data entry of Eforms into SAP.
    • Perform the duties of being a salary analyst for up to 5 staff.
  • Expenditure Tracking & Reconciliation:
    • Perform monthly reconciliation of expenditures and update projections in conjunction with the program team. 
    • Provide day to day maintenance of budgets based on an awareness of the status of funding. 
    • Set up electronic and paper files following workflow.  Set up simple organizational systems for document tracking and vendor tracking.
  • Reporting:
    • Assemble basic reports and check for spelling, math, formulas, and basic logic to ensure that they are perfect for submission to donors.
    • Create simple reports and update complex reports.
    • Perform spending analysis and provide variance calculations and reporting on assigned portfolio.
    • Prepare JHU Base Report for assigned portfolio.
  • Subawards:
    • Review budgets for mathematical correctness, review budget notes and ensure that they match the budget, review packages for all pieces.
    • Review subrecipient invoices for mathematical correctness.  Perform desk audit to ensure that backup documentation matches the invoice.
    • Utilize existing systems to track consultant, vendor, and subrecipient payments against agreement ceilings/purchase order balances and communicate funding shortfalls.


Minimum qualifications (mandatory):

  • Bachelor’s degree required
  • One year of administrative/budgeting experience
  • 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.


Preferred qualifications:

  • General knowledge of accounting and budgeting theory and practices required.
  • General knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.
  • Ability to understand when additional direction/expertise is needed on matters of complexity.  Able to make decisions on a daily basis, within pre-determined guidelines and parameters.
  • Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
  • General understanding of external Federal Guidelines and procedures regarding grants and contracts.


Special knowledge, skills, and abilities:

  • Ability to understand when additional direction/expertise is needed on matters of complexity. 
  • Able to make decisions on a daily basis, within pre-determined guidelines and parameters.
  • Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.


Classified Title: Grants & Contracts Specialist 
Working Title: Grants & Contracts Specialist 
Role/Level/Range: ATP/03/PB 
Starting Salary Range: $45,000-55,000; Commensurate with experience
Employee group: Full Time 
Schedule: M-F, 8:30-5 
Exempt Status: Non-Exempt  
Location: 31-MD:JH at 111 Market Place 
Department name: 10001159-Ctr for Communication Programs CCP 
Personnel area: School of Public Health


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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