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Job Req ID:  22436

Research Administration Trainee


General Description:

The research enterprise at Johns Hopkins University is in constant need of qualified administrative staff (approximately 5-8 positions) with specialized knowledge and skills required to help manage the financial aspects of grants, and ensuring their adherence with increasing compliance requirements. The Research Administration Trainee Entry Level 2-year career development program, which includes full Hopkins benefits, is designed to provide the experience and training needed for new college graduates or individuals with previous work experience to begin a career in research program administration.


Multiple Positions Available


The Primary Duties and Responsibilities of the Job: 

The Trainee will rotate through the three main offices that are involved in grants administration and management: Office of Research Administration, Sponsored Shared Services, and an individual Academic Department. The Trainee will concentrate on a particular segment in the life-cycle of an award, with limited exposure to the entire cycle. Through the performance of the various administrative tasks involved in the life-cycle of grants management - Proposal Preparation, Award Setup, grant reporting and grant close out, the Trainee will have developed working knowledge in the following:

  • SAP navigation, procedures 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, cost transfers, HR transactions.
  • COEUS navigation, procedures, and transactions for proposal preparation and submission, including understanding Grants.Gov and Sub Contract process.
  • Familiarity with Federal regulations including Uniform Guidance.
  • 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.
  • Knowledge of award set-up.
  • General knowledge of grant management and account reconciliation.
  • General knowledge of grant/contract payment management.
  • General knowledge of research compliance regulations, training and processes.
  • Knowledge of grant and contract close-out process. Reading and interpreting grant and contract program announcements, including federal requests for proposals (RFPs) in order to assist faculty and staff with routine and general inquiries in the proposal preparation and submission phase, e.g., electronic forms access, and website information, submission procedure, process and deadlines. Applying common knowledge of federal regulations and policy on research compliance, e.g., human subjects, animals, stem cell use and institutional policies on indemnification, conflict of interest, etc. Coordinate a variety of activities and provide administrative support related to sponsored projects in the department from pre-award/proposal submission to close-out phase. Verifying that all required processes have been met, files are properly assembled for review and are complete. Maintaining proposal and award information in databases supporting this process such as the JHU Sponsored Research Administration (University-wide) database (Coeus). Maintain and monitor budget transactions, pay invoices, submit check requests, submit and process ISRs. 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. Work with the various University business offices, HR offices, and Controller’s office to establish the Department/Center financially and administratively. Assist with processing purchases and administrative requests within the overall budgets and financial plans outlined by the Principle Investigator. Assist department administrators in managing their sponsored accounts throughout the award lifecycle; perform various procedures on sponsored awards to monitor and maintain cost compliance with applicable regulations and award terms; perform the set-up of sponsored accounts in the accounting system in order to provide the necessary accounting, reporting and controls. Assist with implementing accounting and budgetary controls consistent with government agency needs and JHU policies. On occasion, assist the department administrator with facilities management (including space and renovations).



  • Education: Bachelor’s degree is required. 


Special Skills and Knowledge:

  • The Trainee should have good communication and interpersonal skills as well as familiarity with finance, law, contract management, or accounting transactions.
  • It is expected after successful completion of this program, the Trainee will have the experience and qualification needed to apply for any number of positions that involve grant administration.
  • While there is considerable training content available through various Hopkins programs, the predominance of training is accomplished on the job.


Preferred Qualifications:

  • Additional information: Note: An applicant selected for these open Research Trainee positions could be placed in any of the Johns Hopkins University schools participating in this program: School of Medicine, Bloomberg School of Public Health, Krieger School of Arts & Sciences, and the Whiting School of Engineering. All offices are located in Baltimore. These positions are expected to offer employment not to exceed a period of 18-24 months, but will provide the skills necessary to apply for other full time opportunities after the training period ends. Position may require a health screen as appropriate.


Classified Title: Research Administration Trainee 
Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range:
Employee group: Full Time 
Schedule: M-F 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt  
Location: 03-MD:Eastern High Campus 
Department name: 10000034-Research Administration Ofc of 
Personnel area: Johns Hopkins University


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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