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Job Req ID:  104076

Grants & Contracts Specialist

We are seeking a Grants & Contracts Specialist. 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.


Specific Duties & 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 office 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 and 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

  • 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

  • Bachelor's Degree.
  • 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.

Special Knowledge, Skills, & 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.


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.

Classified Title: Grants & Contracts Specialist   
Role/Level/Range: ATP/03/PB  
Starting Salary Range: $21.56-$29.61 HRLY (Commensurate with experience)
Employee group: Full Time 
Schedule: M-F; 8:30-5 
Exempt Status: Non-Exempt 
Location: ​​​​​​​JH at 111 Market Place 
Department name: ​​​​​​​Ctr for Communication Programs CCP 
Personnel area: School of Public Health 

 

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.

**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.


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

 

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

 

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

 

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

 

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

 

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. 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 campus. 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.

 

Note: Job Postings are updated daily and remain online until filled.

 

 

JH at 111 Market Place