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Job Req ID:  11157

Grants & Contracts Specialist

Classified Title: Grants & Contracts Specialist 
Role/Level/Range: ATP/03/PB 
Starting Salary Range: $20.31 - $27.90 commensurate with experience
Employee group: Full Time 
Schedule: M-F 8:30 - 5:00 
Employee subgroup: Salaried Non-exmt 
Location: 720 Rutland Ave 
Department name: 10003053-SOM Pat Immunonology 
Personnel area: School of Medicine

 

 

General Summary

 

The Department of Pathology is seeking a Grants & Contracts Specialist that will provide professional sponsored funds management with 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, and closeout.  This role may manage less complex grants through the submission 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.  

 

Independently reviews and processes accounting transactions, verifies budgets and expenditures to ensure compliance with university and/or agency regulations and restrictions. Uses various software applications, such as SAP, spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.

 

Position also coordinates administrative activities for one or more pathologists to ensure a smoothly functioning office; interprets operating policies; exercises independent judgment in the resolution of administrative problems, prioritizing of workload, facilitating travel arrangements and expense reconciliation, purchasing supplies, coordinates special projects or programs, such as: seminars, courses, donation centers, training programs, etc. Serves as a resource in a team environment. Provides some support to faculty including appointments, transcription of medical records, correspondence, manuscripts, grant proposals and filing. Understands HIPAA and departmental specific policies relating to medical records policies in regards to discussion, faxing and handling of patient medical records. Customer service representative duties call for reports, slides, interface with patients, clinicians, outside institutions.

 

Duties & Responsibilities

Grants & Contracts

 

  • Partner with departmental faculty and/or budgetary staff toward the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies.  May work with representatives from ORA, under the guidance of more senior members on the departmental research/administration team.
  • Understand and utilize institutional policies for pre-award grant process and sponsor guidelines. 
  • Review all sponsored project proposals for assigned grants of moderate complexity, prior to them being forwarded to the Grants & Contracts Manager and ORA for signature.  Review involves accuracy, content, adherence to all relevant guidelines.
  • Provide instruction, preparation assistance and support related to grant application procedures, at the direction of the Sr. Grants and Contracts Analyst and/or Grants and Contracts Manager.
  • Serve as liaison between research units, central offices and funding agencies for grants of moderate complexity.
  • Review budgets and related justification for appropriateness and completeness of content.  Ensures that all applicable and indirect costs have been applied.  Involves more senior members of the research team for direction, as needed.
  • 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.
  • Coordinate related details for all assigned grant submissions to ensure timeliness and accuracy.
  • Maintain ongoing updates and communications related to current grants and contracts, this includes regular auditing and reporting to principal investigators and research management.  May assist with closeouts as needed.
  • 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.
  • Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements

 

Inventory & Expenses

 

  • Responsible for day-to-day budget management including purchase orders, travel reimbursements, reconcile expenses based on JHU Compliance guidelines, identify and communicate budget issues, provide alternative solutions, and resolve problems.
  • Order office and lab supplies and equipment.  Responsible for SAP transactions per policy and department procedures.  Reconciliation and documentation. 
  • May be assigned responsibility for procurement card (P-Card).
  • Monitor monthly expenditures through reconciliation of monthly financial statements.  Oversee the expenditure of funds, ensuring that funds are expended according to sponsoring organization’s stipulations and appropriate university guidelines.
  • Distribute monthly financial statements.

 

Administrative

 

  • Helps coordinate and document management, narrative and statistical reports for private and government agencies.
  • Compose agendas, documents, correspondence, and memos on behalf of the faculty. Transcribe and/or type manuscripts, technical documents, tables, graphs/charts, correspondence and notes, formatting and compiling information for grants, protocols, presentations, reports, manuscripts, etc.

 

  • Provide support for faculty's activities with national societies, research projects, and scholarly publications and presentations, serving as a liaison between department and vendors, other departments, and outside organizations. Reference Management

 

  • Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements.
  • Serve as coordinator for faculty travel and faculty-sponsored events.

 

Manage scheduling/calendars.

 

  • Prepare routine, customized, and adhoc reports for both internal and external reporting. Create and maintain spreadsheets utilizing appropriate software applications. Perform ad hoc research and fact-finding on a wide variety of administrative issues and items; know the formal and informal Institute goals, standards, policies and procedures. Create, maintain, & analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; creating new systems or revising established procedures as needed.

 

  • Maintain equipment and service contracts including computers, office equipment. Analyzes office-operating practices such as record keeping systems, forms control, personnel requirements, recommending new systems or revising established procedures. Interprets and communicates operating policies.

 

Equipment, Machine, or Tool Requirements

 

Computer with skills as noted below. Ability to operate PC, laser printer, fax, copier, shredder, scanner, and multi-line phone.
 

Qualifications

 

Bachelor’s degree required, with minimum of one year of administrative/budget experience.

 

Preferred qualifications

 

Experience with research grants and contracts, strongly preferred.

 

Special Knowledge, Skills, and Abilities

 

Strong organizational and analytical skills, problem solving abilities, and attention to detail required. Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines required. Demonstrated ability to coordinate projects independently and work constructively as part of a team required.

Operates personal computer to access email, electronic calendars, and other basic office support software. SAP transactions including order of supplies (Shopping Cart). Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Utilizes Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.

 

Proficiency in Word, Excel spreadsheets, PowerPoint presentations, e mail communications, electronic calendaring, transcription, excellent spelling and grammar, excellent interpersonal and organizational skills, ability to handle multiple complicated tasks, prioritization skills.


Must have the ability to coordinate multi-faceted types of work. Excellent typing, communication and medical terminology skills are necessary. Related work experience in clinical or medical research field.  General understanding of external Federal Guidelines, funding/sponsor communication & grant/contract best practices.

 

Work Environment

 

  • 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, document files, large mail bags/boxes for pick up or receipt). In some areas work space 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.

 

 

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.

 

Equal Opportunity Employer
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School of Medicine - East Baltimore Campus

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