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Job Req ID:  106278

Grants & Contracts Specialist

The Department of Ophthalmology is seeking a Grants & Contracts Specialist. Specialist will provide entry level professional sponsored funds management for more than 50% of time with specific responsibility for pre-award functions that include, but may not be limited to proposal preparation, proposal compliance, and budget development. This role may manage less complex grants in the pre-award stage, with necessary oversight and direction. This position will also be responsible for less than 50% subaward specialist duties that include, but may not be limited to subrecipient monitoring including the timely payment of low-risk and high-risk subawards, accurate completion of payment certification forms, ensuring payments are made in accordance with budget, performance of desk audits (as required) and resolution of GR/IR discrepancies. The primary goal of this position is to support the timely, effective and efficient functioning of sponsored funding. 

Employees in this role function independently when working on less complex grants and contracts responsibilities. General proficiency with grant/contract budget preparation and submission and subaward applications 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 may have the added complexity of international operations as some of the Department’s grants are operated internationally.

This position assists with pre award support responsibilities for simple to moderately complex grants/contracts, including those from NIH, DOD and Foundations. 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

  • This position provides guidance and learning support to the Faculty, field analysts and administrative staff within the Departments of Ophthalmology and Dermatology.
  • Form an understanding of JHU policies and procedures relating to grant management. Form an understanding of JHU workflow policies, fringe rates and indirect cost rates.
  • Form an understanding of sponsor policies and guidelines, specifically NIH Policy and Procedures and 2 CFR 200, and a knowledge of where to look for regulations and grant application requirements.
  • Assist in the development of annual workplan budgets for grant submissions and subaward administration.
  • Will ensure that all of the proper information/documentation is uploaded into the designated application portal (ASSIST, Workspace, NMSSFlex, etc).
  • Will prepare and review grant and contract proposals and provide guidance to the PI in the interpretation and implications of applicable grants terms and conditions.
  • Will work with the Office of Research Administration (ORA) and external funding agencies to process grant and contract applications.
  • Will demonstrate a sense of urgency and professionalism to ensure all submissions meet sponsor and ORA deadlines.
  • Will work directly with the application’s Principal Investigator, Co-Investigators and administrative staff to ensure effective, accurate and timely grant proposal development.
  • Entry of all subawards into the Subaward Workflow Information Tracking (SWiFT) System.
  • Ensure that subawards move through the proper channels by regularly reviewing SWiFT entries and following-up with ORA/subsites for status of agreement execution
  • Assist with subaward setup details, after grant number is assigned.
  • Ensure invoice payments to subrecipients include a review of validity of expenses along with achievement of scientific and technical progress by the PI or department responsible party prior to remitting payment.
  • Interact with foreign field office finance staff to educate them on basic rules and regulations and to improve their abilities in developing procurement documentation.
  • Ensure verification includes sign off by the PI and financial representative on the invoice/certification for payment and performance form.
  • Review invoices for financial accuracy including an review of rates being utilized.
  • Monthly reconciliation of subaward accounts ensuring invoices have posted and confirming receipts have been processed.
  • Ensure high risk subrecipients summary general ledger review is collected for every invoice and a detail review once every six month. Perform desk audits, as required.
  • Ensure that invoices include all administrative requirements including name, JHU PO, date of invoice, invoice number, project title, period of performance, breakdown of costs in accordance with expenditure categories, budget/current period and cumulative costs, cost sharing, program income generated, contact person for invoice questions and a certification as to the truth and accuracy of the invoice
  • Ensure that advance payments are approved by DBO and reviewed by FRC before initiating.
  • Review the subrecipient dashboard on a monthly basis to monitor overall activity.
  • Utilize the subrecipient risk rate profile to ensure that the requirements of low-risk and highrisk are being met.
  • Complete and submit the new subrecipient questionnaire, as required (for new subrecipients).
  • Complete and submit the subaward determination form, as required (determine if subrecipient or contractor).
  • Communicate clearly and effectively with a broad group of foreign and domestic stakeholders.
  • Will assist Sr Grants and Contract Analysts, Manager and Leadership in all duties as assigned.


  • Assemble basic reports and check for spelling, math, formulas, and basic logic to ensure that they are perfect for submission to sponsors.
  • Create simple reports and update complex reports.
  • Perform spending analysis and provide variance calculations and reporting on assigned subaward portfolio.


  • 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.

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.
  • Strong team player to contribute to a congenial and professional work environment.

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.
  • Strong organizational and follow-up skills. Possess a sense of when it becomes necessary to elevate difficult scenarios.
  • Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.

 Classified Title: Grants & Contracts Specialist 
Working Title: Grants & Contracts Specialist   
Role/Level/Range: ATP/03/PB  
Starting Salary Range: $44,850 - $61,600 - $78,360 (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday; 8:30am to 5:00pm 
Exempt Status: Non-Exempt 
Location: Hybrid 
Department name: 10002967-SOM Oph Finance 
Personnel area: School of Medicine 


Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here:


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. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.


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