Post-award Administrator
The Johns Hopkins University School of Nursing Office of Research Administration (NORA) seeks an eager and self-motivated individual to join our team as a Post-Award Administrator. We offer a flexible work environment suited for a person who can demonstrate their ability to be a high-performing and organized individual dedicated to independently and proactively meeting the needs of our stakeholders in a timely and accurate fashion. This is a unique opportunity to join a collaborative team that builds innovative and forward-thinking approaches for a growing school. We need persons with knowledge of the full grant cycle, high analytical ability, and exemplary customer service to support faculty and students toward the mission of improving the health of individuals and diverse communities locally and globally through leadership and excellence in nursing education, research, practice, and service. The primary focus of this position is on sponsored funds management, with specific responsibility for post-Award that includes, but may not be limited to, reconciliation, projections, financial reporting, budget modification and development, expense approval, and audit. While this role occasionally may assist with some aspects of pre-award and non-sponsored funds, the primary goal of this position is to ensure the timely, effective, and efficient functioning of the Post-Award management process as well as adherence to internal and external guidelines for financial compliance and closeout of external funding mechanisms.
Job Scope/Complexity
- Will provide broad/in-depth guidance on protocols, regulations and guidelines to PI and other scientific/research professionals, both within the University and with other associated research/administrative professionals outside of the University. This position may be a lead and offer guidance and learning support to Grants & Contracts Analysts, Specialists, and Coordinators within the department. Works closely with faculty and research teams to monitor and execute transactions on complex awards to reach scientific goals; serves as a Subject matter expert and may help onboard others; disseminates information on new regulations and compliance rules; provides quarterly and annual sponsored funding reports to department, center, and/or division leadership as required. I will act as the final point of contact for the department, center, and division, as well as faculty, grants, and sponsored research staff on various reports and financial communications.
Types of sponsored awards for which the position is responsible
- This position works independently on a variety of complex-level grants/contracts, including those from a variety of federal, state, and foundation sponsors such as NIH, DOD, HRSA, SAMSHA, DARPA, NASA, NSF, MHEC, and more. These grants, contracts, and awards may involve highly detailed budgets, multiple projects, Cores and Sub-awards, training grants, Investigator-initiated, Consortium, and New Center grants, higher complexity Foundation grants, and clinical trials. The position will also provide direction and assistance with Subawards to and from other institutions on various funding sources. May also work directly with management of non-sponsored funds, including general funds and gifts, on a limited basis.
Specific Duties & Responsibilities
Post Award
- Monitor and manage the sponsored portfolios of various departmental faculty.
- Review notices of awards and award terms, conduct budget kick-off meetings and create schedules to manage Post-Award deliverables. Revise and advise on approved budget changes to awarded grants/contracts.
- Review and create financial reports, analyze variances, and take appropriate action.
- Approve various transactions for compliance with internal and external regulations and budget justifications.
- Develop forecasting expenditures of awards and projections for various hiring and spending scenarios.
- Execute or manage the process for delivering the technical and financial reports for private and government sponsors.
- Ensure compliance in all other grant and contract management areas, including sponsoring organization guidelines, internal protocols, accurate protocol information within grant documents, conflicts of interest, etc.
- Provide reporting and maintain ongoing updates and communications related to current grants and contracts; this includes regular auditing and reporting to principal investigators on the financial status of grants, contracts, and discretionary accounts. Also, provide relevant updates and reports to departmental leadership as needed.
- Assist with the closeout of grants and contracts by completing financial reports.
- Execute Post-Award responsibilities, including budget distribution, account reconciliation, e-form setup, effort reporting, cost transfers, invoice payment, and coordination of paperwork related to subcontract setup.
- Pre-review effort forms to confirm accuracy based on budget plans.
- Review other support documents prepared by faculty for accuracy based on institutional reports.
- Provide information and direct assistance required to complete contract and grant closeouts, as needed.
- Ensure compliance in all other grant and contract management areas, including compliance registrations, safety and environmental health issues, internal protocols, conflicts of interest, etc.
- Review expenses and payroll postings monthly and conduct, at minimum, quarterly financial reviews with faculty.
- Maintain electronic files with all appropriate documentation and emails relevant to the Post-Award transactions and changes.
- Provide services as outlined in the service level agreement and ensure compliance with key performance indicators.
- Act as liaison with internal and external stakeholders and sponsors.
- Maintains confidentiality.
Other tasks
- As a subject matter expert and team lead, this position may assist with the training and onboarding of staff or approve documents and proposal submissions without management.
- As needed on occasion, this position may help with Pre-Award task such as,
- Prepare Proposal Project Management Plans and Checklist as well as set deadlines to lead the submission process.
- Prepare, edit, and or review complex budgets and related justification for appropriateness and completeness of content in conjunction with PI and collaborators.
- Evaluate, audit, and provide feedback to stakeholders to address appropriate cost.
- Review application materials to ensure key elements for submission are included as outlined in the RFP.
- Gather required documents, forms, budgets, and other materials from internal and external stakeholders to ensure completion of the application.
Special Knowledge, Skills, and Abilities
- Intermediate to Advanced knowledge of Excel to build complex budgets by phase, month, task as needed.
- Use of pivot tables and or advanced formulas.
- Ability to utilize Excel to create basic to moderately complex projections trends, and analyze data.
- Financial Analysis and Projections.
- Knowledge of accounting and budgeting theory and practices required. Ability to make independent judgments and to act on decisions daily.
- Ability to work flexibly, prioritizing and managing several to meet concurrent deadlines.
- Thorough knowledge of external Federal guidelines/procedures for grants and contracts, including NIH, NSF, DOD, and NASA.
- Ability to adapt and utilize automated processes.
- Ability to learn to work virtually using Teams, Zoom, and other Microsoft products made for collaboration.
- Superior organizational, analytical, and customer service skills.
- Ability to work in a ROBUST and a fast-paced environment.
- Ability to self-direct and work independently in a transparent and proactive fashion.
- Proven track record of relationship-building with a variety of stakeholders.
- Strong verbal and written communication skills.
- Ability to learn various internal and external workflow systems to move documents through the enterprise for processing.
Technical qualifications or specialized certifications
- CRA highly valued
Additional Applicable Information
- Position is Remote but occasional required attendance onsite may be needed to meet with faculty or to participate in schoolwide events, retreats, etc.
- Prefer Candidates in eastern time zone.
Minimum Qualifications
- Bachelor's Degree.
- Four years of related experience in sponsored research and/or financial positions, preferably in an academic or medical setting.
- 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.
- Successful completion of the Research Administration Trainee program (13-15 months) is equivalent to two years of relevant experience for this position. If an employee does not successfully complete the program, no additional experience will be applied.
Preferred Qualifications
- CRA
- Budget preparation in a university setting, working with federal sponsors.
- A thorough knowledge and understanding of the Johns Hopkins University accounting system and related fiscal offices is preferred.
Classified Title: Sr. Grants & Contracts Analyst
Job Posting Title (Working Title): Post-award Administrator
Role/Level/Range: ATP/04/PD
Starting Salary Range: $62,900 - $110,100 Annually ($83,900 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday 8:30 - 5:00
Exempt Status: Exempt
Location: Remote
Department name: Research Finance
Personnel area: School of Nursing