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Requisition ID:  116907

Research Administration Trainee

We are seeking a Research Administration Trainee. The Research Administration Training Program is a comprehensive University-wide program that focuses on developing the next generation of professional research administrators. The research enterprise at Johns Hopkins University is dynamic, growing, and always in search of individuals who are interested in being a part of a nationally recognized leader in the field of knowledge and scientific exploration. Johns Hopkins is annually awarded far more granted federal funds than any other university in the US. In 2023, Johns Hopkins received nearly $850 million in federal awards. This entry-level program is focused on developing qualified staff with specialized knowledge and skills to help manage the administrative, financial, and compliance-related aspects of critical grants and contracts that support all aspects of research. The Research Administration Training Program is designed to provide the hands-on experience, relevant job training and career development opportunities for individuals who are interested in pursuing a research administration career. The program is full-time and can be completed in as little as 12-15 months, with the opportunity to extend training for up to 24 months. Full-time University benefits are included for the duration of the training program. While employment beyond the training exper ience is not guaranteed, our trainees are highly sought after with an overall retention rate of greater than 85%. Successful trainees are very often hired as Grants & Contracts Analysts.


Each Research Administration trainee will work on a pre-determined rotation through four University offices that are directly involved in oversight of grants administration and management: Office of Research Administration, Sponsored Shared Services, Internal Audits and one individual Academic Department. Trainees will concentrate on a specific segment in the life cycle of an award, with some additional opportunities for broader learning about full cycle award management, including Proposal Preparation, Award Setup, grant reporting and grant close out.


Specific Duties & Responsibilities


During the initial 12-month training period, each program participant will develop working knowledge that includes,

  • ERP navigation, policies and transactions, and Business Warehouse reporting as they pertain to budget, cost/financial, HR accounting and processing, including the ability to process, review, analyze and/or approve normal sponsored transactions, i.e., P-Card purchases, travel reimbursements, e-Procurement, effort reporting, and cost transfers.
  • Pre-award activities, including finding funding, budget development and resource planning, filling out proposal forms and submitting proposals.
  • Proposal and Award program navigation policies and transactions for proposal preparation and submission, including understanding Grants.Gov and subcontract process.
  • Familiarity with federal regulations including Uniform Guidance as well as policy on research compliance, e.g., human subjects, animals, stem cell use and institutional policies on indemnification, conflict of interest, etc.
  • JHU and school-specific policy and procedures related to sponsored activity.
  • General knowledge of primary university sponsors, their kinds of support, policies, and application processes.
  • Award set-up policy and procedure.
  • General knowledge of grant management and account reconciliation.
  • General knowledge of grant/contract payment management.
  • General knowledge of research compliance regulations.
  • Knowledge of grant and contract close-out process.
  • Reading and interpreting grant and contract program announcements, including federal requests for proposals (RFPs) to assist faculty and staff with routine and general inquiries in the proposal preparation and submission phases, e.g., electronic forms access, and website information, submission procedure, process, and deadlines.
  • Relationship development within the various University business offices, HR offices, and Controller’s office to establish the Department/Center financially and administratively.
  • Knowledge of financial administrative activities including budget transactions, paying invoices, submitting check requests, and submitting and tracking HR requests. Develop and maintain spreadsheet tools, templates, etc. for providing effective management and financial information. Generate financial and administrative reports, compile and report on proposal, award and expenditure data for research and other sponsored programs. Identify general trends and variances. Assist with processing purchases and administrative requests within the overall budgets and financial plans outlined by the Principal Investigator. Assist department administrators in managing and reporting their sponsored accounts throughout the award lifecycle.


Minimum Qualifications
  • Bachelor’s Degree is preferred but not required. Please answer 'YES' to our pop-up pre-screening question if you will have obtained your bachelor’s degree by May 31, 2025.
  • Successful candidates will have good communication and interpersonal skills and familiarity with finance, contract management, or accounting transactions. After successful completion of this program, Trainees should have the experience and qualifications needed to apply for various positions involving grant administration. While there is considerable training content available through various JHU programs, most of the relevant training is accomplished on the job.
  • Applicants are required to submit a writing sample containing: 1) a brief summary, in your own words, of this position and its responsibilities, and 2) a few sentences about why you are interested in Research Administration.


Preferred Qualifications
  • Strong organizational and time management skills, with the ability to work through pre-defined processes and procedures to achieve deadlines and expected deliverables.
  • Consistent attention to detail and interest in focusing on compliance-related requirements.
  • Strong interpersonal skills and proven ability to effectively work independently or as a member of a team.
  • Proficiency with creating and managing spreadsheets in Microsoft Excel.

 

 

Classified Title: Research Administration Trainee 
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F, 8:30AM-5:00PM 
Exempt Status: Non-Exempt 
Location: Hybrid/Eastern High Campus 
Department name: ​​​​​​​Research Administration Ofc of 
Personnel area: University Administration 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
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.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
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.
Hybrid: On-site 3-4 days a week

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