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Job Req ID:  41157

Sr. Grants & Contracts Analyst

General Summary/Purpose:

The Sr. Grants and Contracts Analyst will provide dedicated professional level sponsored funds management for more than 80% of time with specific responsibility for pre-award and post-award functions that includes, but may not be limited to: proposal preparation, submission, budget development, account maintenance and oversight, billing/invoicing, reporting, compliance, and closeout. Works independently on a variety of grants/contracts that range from simple to highly complex.  While this role may assist with some aspects of non-sponsored funds, the primary goal of this position is to ensure timely, effective and efficient functioning of sponsored funding. 


Specific Duties/Responsibilities:

  • Will provide broad/in-depth professional administrative level 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 offers guidance and learning support to Grants & Contracts Analysts, Specialists and Coordinators within the department. 
  • This role may serve as the lead Grants & Contracts position, in departments where a Grants & Contracts Manager doesn’t exist. 
  • This position works independently on a variety of complex level grants/contracts, primarily USAID. 
  • These grants, contracts and awards may involve highly detailed budgets, multiple projects, and sub-awards. 
  • Will also provide direction and assistance to Analysts with details related to sub-awards from other institutions on their federal pass-through grants. 
  • May also work directly with management of non-sponsored funds, including general funds and gifts, on a limited basis.  
  • Partner with and act as final point of contact with departmental faculty and/or budgetary staff and the Office of Research Administration toward the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies.
  • Understand and utilize institutional policies for pre-award grant process and sponsor guidelines. 
  • Review all sponsored project proposals for assigned faculty prior to them being forwarded to the Grants & Contracts Manager and ORA for signature. 
  • Review involves accuracy, content, adherence to all relevant guidelines.
  • Responsible for the timely preparation of proposal budget for Principle Investigator Review.
  • Provide instruction, preparation assistance and support related to grant application procedures.
  • Serve as liaison between research units, central offices and funding agencies.
  • Review budgets and related justification for appropriateness and completeness of content. 
  • Provide groundwork for subcontract negotiations.
  • Ensure compliance in all other areas related to grant and contract management, including sponsoring organization guidelines, internal protocols, accurate protocol information within grant documents, conflicts of interest, etc.
  • Manage all assigned grant submissions to ensure timeliness and accuracy. 
  • Maintain ongoing updates and communications related to current grants and contracts, this includes regular auditing and reporting to principal investigators on financial status of grants, contracts and discretionary accounts. 
  • Also provide relevant updates and reports to departmental leadership, as needed. 
  • Manage related post-award processes, including award setup, review, account setup verification, and ensuring that staff is setup appropriately.
  • Ensure that post-award responsibilities are completed, including budget distribution, account reconciliation, e-form setup, effort reporting, cost transfers, paying invoices and paperwork finalization related to subcontract setup.
  • Oversee and direct all aspects of complex award management activities and provide oversight to other employees, including monitoring and managing accounts, audits, evaluations and reporting.
  • Provide information and direct assistance required to complete contract and grant closeouts, as needed. 
  • Ensure that all closeouts handled by other members of the grants & contracts team have been handled appropriately.
  • Reconcile monthly financial statements for assigned accounts according to University guidelines.
  • Monitor the expenditure of funds to ensure adherence to award document and University guidelines. 
  • Work closely with program teams to develop annual work-plan budgets and subsequent expenditure tracking tools to meet both program and funder requirements. 
  • In the cases of PEPFAR funded projects, be familiar with PEPFAR reporting requirements and develop budgets and tools with those requirements in mind.
  • Assist team with proper procurements – review solicitations; bids and selections memo for completeness and compliance with University and Donor guidelines.
  • Assist team with the sub-award process – ensure sponsor approval; and all University and Sponsor required documents are in order. 
  • Upload and liaise with the ORA office as necessary through award execution.
  • Assist HQ and Field Teams with sub-recipient monitoring and follow up. 
  • Work closely with team(s) to create monitoring plan and ensure plan is adhered to – collect/file documentation to support the monitoring.
  • Work with the Program staff to set-up Independent Contractors and verify the process is in accordance to University guidelines.
  • Know and advise the teams on federal travel regulations; review expense reports and airfare for compliance and accuracy.
  • Prepare all SAP documentation and transactions – e-forms; shopping carts; on-line payments; expense reimbursements as needed.
  • Track consultant, vendor and subrecipient payments against agreement ceilings/purchase order balances and communicate funding shortfalls.
  • Responsible for helping with field support activities. 
  • This includes helping to facilitate rent payments for field staff, coordination of field workshops (i.e. payments for venues).  etc.
  • Comply with the University guidelines for Effort Reporting. 
  • Review each IO monthly for proper effort allocation. 
  • Identify and report discrepancies.
  • Assist in monitoring cost-share obligation if applicable. 
  • Keep team members apprised of cost share status. 
  • Maintain adequate supporting documentation for financial transactions consistent with sponsor, University and department guidelines.


Minimum Qualifications:

  • Bachelor’s Degree required.
  • Four (4) years of related experience in sponsored research and/or financial positions, preferably in an academic or medical setting required.
  • Successful completion of the RAT 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.
  • 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. 


JHU Equivalency Formula: 18 graduate degree credits (semester hours) 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.


Preferred Qualifications:

  • Knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.


Special Knowledge, Skills, and Abilities:

  • Knowledge of accounting and budgeting theory and practices required.
  • Ability to make independent judgments and to act on decisions on a daily basis.
  • Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
  • Knowledge of external Federal guidelines/procedures for grants and contracts.


Classified title: Sr. Grants & Contracts Analyst

Working title: Sr. Grants & Contracts Analyst

Role/Level/Range: ATP 37.5/E/04/PD

Starting Salary Range: $59,280.00 - $81,430.08 (commensurate with experience)

Employee group: Full time

Employee Status: Exempt

Schedule: Monday-Friday - 8:30am-5:00pm 37.5hrs/Wk - potential for teleworking

Location: Candler Bldg Ste 310 - 111 Marketplace, Suite 310, Baltimore, MD

Department name: 10001159-Ctr for Communication Programs CCP

Personnel area (School): BSPH - Bloomberg School of Public Health


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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