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Job Req ID:  14491

Grants & Contracts Specialist

Classified Title:  Grants & Contracts Specialist
Working Title:  ​​​​​Grants & Contracts Specialist
Role/Level/Range: ATP/03/PB 
Starting Salary Range: $22.10 - $30.36 (commensurate with experience)
Employee group: Full Time 
Schedule: M-F 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt ​​​​​​​ 
Location: 05-MD:School of Public Health 
Department name: 10001101-Epidemiology 
Personnel area: School of Public Health

General summary/purpose:

Position Overview:  Specialist will provide entry level 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), but the primary goal of this position is to support the timely, effective and efficient functioning of sponsored funding. This position is designed to provide the individual with prudent skills and competencies to be prepared for the next level in the financial track.   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 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 research function. 

Types of sponsored awards for which the position is responsible:  This position assists with pre and post award support responsibilities for simple to moderately complex grants/contracts, including those from NIH, NSF, DOD and NASA.   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:

  • Track documents from creation to payment and trouble shoot any problems that may occur.
  • Ensure completeness and accuracy of documentation for compliance with University and/or agency regulations and restrictions.
  • Process shopping carts in SAP and related goods receipt.
  • Assist with identifying over-expenditures, advise and assist with resolution.
  • Submit cost transfers at the direction of the Sr. Grants and Contracts Analyst and/or Grants and Contracts Manager.
  • Review carefully selected travel expense reports, online payments, and/or shopping carts charged to sponsored projects for compliance with both sponsor policies and the grants’ ability to support the expense.
  • Attend finance and research trainings/meetings to stay updated on changes in internal and external policies and procedures.
  • 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.
  • 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 account closeouts as needed.
  • Attend quarterly budget meetings with senior budget analysts and assigned faculty.
  • Assist with award setup details, after grant number is assigned. 
  • Assist with functions of annual progress reports, including the collection of faculty other support, assessment of annualized calendar month support, and the application of administrative areas in the report.
  • 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.
  • Process subaward checklists, complete data entry into the SWIFT system and monitor subaward agreements thru execution.
  • Follow up with subgrant institutions whom are delinquent in their annual reporting and invoicing.
  • Assist with ongoing subaward post-award compliance, including facilitating the PI checklist, completing the goods receipt, monitoring the subaward invoice payment, and upload of documents into Knowledge Lake.
  • Develop and generate SAP/BW financial reports. Maintain appropriate financial records and files.
  • Provide back-up coordination function for all internal approval documents (Travel Requests, ABA, RBA, etc.) including budgetary assistance, routing, tracking, and monitoring.
  • Review, reconcile, and monitor specified accounts’ expenditures/revenues, gather and verify backup documentation.  Identifies and resolves expenditure transaction issues.
  • Reconcile and verify telephone charges, email charges, cell phone reimbursements, and student employee hours.
  • Reconcile and verify P-card charges.
  • Assist in the development of grant proposal budgets and grant applications.
  • Back-up other team members during absences as needed.
  • Other duties as assigned.

Minimum qualifications:

  • Bachelor’s degree required, with one (1) year of administrative/budgeting experience.

Preferred qualifications:

  • Knowledge of JHU financial systems and familiarity with SAP. 
  • Experience working in a team environment.

Special knowledge, skills, and abilities:

  • 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.
  • Develop and cultivate a knowledge of sponsored agency policy and procedures.
  • 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.

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 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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