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Job Req ID:  19319

Grants & Contracts Specialist


General Summary/Purpose: 

Specialist will provide entry level professional sponsored funds management for more than 80% of time. While this role may assist with pre-award proposal preparation, the primary goal of this position has responsibility for post-award functions that includes but may not be limited to assisting with: budget preparation account maintenance and oversight, billing/invoicing, reporting, and closeout. May provide non-complex preparation assistance and support related to grant application procedures.  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.  


Specific Duties & Responsibilities:

  • 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 Divisional Research Administration, under the guidance of more senior members on the departmental research team.
  • Serve as liaison between research units, central offices and funding agencies for grants of moderate complexity.
  • 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.
  • 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.
  • 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.
  • Pro-actively ensures spending is compliant in accordance with institutional and sponsor regulations, terms, and conditions prior to transaction processing.
  • Initiate, log, and track spending.
  • Coordinate and execute events for sponsored programs including budget preparation; vendor and venue selection.
  • 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.
  • 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.
  • Coordinate related details for all assigned grant submissions to ensure timeliness and accuracy.
  • Assist with award setup details, after grant number is assigned. 

Minimum Qualifications (mandatory): 

  • Bachelor’s degree required, with 1 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, 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.
  • 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.


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 Sub-awards from other institutions on their federal pass-through grants.


Classified Title: Grants & Contracts Specialist 
Role/Level/Range: ATP/03/PB 
Starting Salary Range: $22.32 to $30.66 per hour
Employee group: Full Time 
Schedule: M-F, 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt  
Location: 01-MD:Homewood Campus 
Department name: 10001373-Physics and Astronomy 
Personnel area: School of Arts & Sciences


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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