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Job Req ID:  10928

Grants & Contracts Specialist

Classified Title: Grants & Contracts Specialist 
Role/Level/Range: ATP/03/PB 
Starting Salary Range:
Employee group: Full Time 
Schedule: M-R, 8:30 am - 5:00 pm 
Employee subgroup: Salaried Non-exmt 
Location: 27-MD:Jhpiego 
Department name: 60000070-Contracts Management CMD 
Personnel area: Academic and Business Centers

General summary/purpose:


The Grants and Contracts Specialist provides technical guidance to the team members and reviews and negotiates all awards and modification of all national and international awards and sub-award documents for the Asia, Near East and Europe (ANE) and the Lusophone Countries, Latin America and the Caribbean (LLAC) regions.  These documents include all active awards, technical service contracts, sub awards contracts and leases for property and equipment for the ANE and LLAC regions.  These documents include all active awards, technical service contracts, sub awards contracts and leases for property and equipment.  Specialist also coordinates the business licensing, charitable state registration and tax exemption licensing for Jhpiego extended offices



Specific duties & responsibilities:

  • Process contractual documents through the Electronic Data Management System (EDMS) routing database system to ensure all Jhpiego departments, field offices, Leadership and Programs staff to fulfill the execution of all contractual documents in a timely manner
  • Primary point of contact between Jhpiego and Johns Hopkins University Office of Research Administration for the LLAC region
  • Follow-up with field offices personnel to acquire all subrecipient executed agreements and related documents to which Jhpiego is a party in the CMCD EDMS
  • Ensure that accurate information covering agreements is disseminated to the field office and subrecipients.
  • Maintain electronic filing system for all LLAC agreement and contracts
  • Ensure that all subrecipient project invoices are paid in a timely manner and charged to appropriate sponsored program budget
  • Review fully executed LLAC lease agreements for completeness and follow-up as appropriate
  • Conduct preliminary review of all LLAC Technical Services Contracts and review of LLAC leases that are routed through CMCD
  • Maintain LLAC lease tracking system
  • Correspond regularly with country offices regarding the status of active LLAC leases
  • Manage tasks related to keeping Jhpiego's business licensing current in the 50 states and the District of Columbia, including collaborating with Government agencies to ensure Jhpiego's compliance with all agency regulations
  • Prepare, file and monitor state tax exemption licensing
  • Prepare and monitor information required for charitable state registration and compliance
  • Assist JHU and other departments on obtaining information for state licensing filing
  • Provide administrative support to CMDC Director and Manager as needed
  • Exercise independent judgment and apply knowledge of JHU and Jhpiego procedures and operating policies


Minimum qualifications (mandatory):


Required Qualifications:

  • Bachelor’s degree in business, finance or related field
  • 1 year’s administrative and/or budgeting experience required
  • 4 years’ administrative and/or budgeting experience with exposure to research administration preferred
  • 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. 
  • Ability to apply Project Management tools to manage large projects efficiently and effectively
  • Demonstrated knowledge of proposal process
  • Basic understanding and interpretation of OMB, CFRs (Code of Federal Regulations), and FARs (Federal Acquisition Regulations)
  • Understanding of contracts and cooperative agreements including their relevant terms, conditions and the differences between them
  • Knowledge of international development programs and USAID regulations preferred
  • Demonstrated ability to learn quickly, read analytically and write well and fluently
  • Demonstrated ability to work with professionals at all levels of the organization
  • Ability to work independently and exercise independent judgement
  • Ability to work in a fast-paced complex team environment with multiple projects/tasks, short deadlines, competing deadlines and intense pressure to perform
  • Strong problem solving skills and ability to thrive in environment of changing deadlines and priorities
  • Strong decision making skills and results-oriented approach
  • Strong interpersonal communication skills and a real team player
  • Works well under pressure
  • Excellent organizational, presentation and verbal and written communications skills
  • Demonstrated ability to maintain a high level of professionalism and confidentiality
  • Highly organized with attention to detail and ability to prioritize multiple responsibilities
  • Demonstrated ability to work in fast-paced, complex environment with multiple tasks and short deadlines
  • Proficiency in MS Office, including ACCESS
  • Aware of and sensitive to working in multiple socio-economic settings and with multi-cultural groups in a developing country environment
  • Excellent verbal and written communications skills


Preferred qualifications:


  • Knowledge of JHU contracting and binding arbitration guiding policy

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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