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Job Req ID:  23256

Sr. Grants & Contracts Analyst


General Summary/Purpose:

The Sr. Grants and Contracts Analyst will coordinate activities for the Department of Environmental Health and Engineering (EHE). The position will coordinate all activities related to sponsored funds management for more than 80% time with specific responsibilities for preaward 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 close-out. The duties and responsibilities for this position covers sponsored funds and non-sponsored funds(general funds, gift/discretionary, seed grants, internal awards and etc.). The primary goal of this position is to ensure timely, effective and efficient functioning of sponsored funds and activities.


Specific Duties & Responsibilities:

  • Partner with and act as final point of contact with departmental faculty and/or budgetary staff and the Office of Research Administration (ORA, i.e., JHURA or Divisional Office) toward the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies.
  • Create and review all sponsored project proposals for the Department.
  • Review documentation to ensure compliance with institution, government and other sponsored regulations. Understand and utilize institutional policies for pre-award grant process and sponsor guidelines. Review agency’s announcements to ensure that compliance issues are met.
  • Responsible for the timely preparation of the proposal budget for Principle Investigator’s Review.
  • Provide Principal Investigators with instruction, preparation assistance and support related to grant application procedures. This may include but is not limited to letters of intent, Sub-awardee documentation, cost sharing forms, current and pending forms, bio-sketches, and other sponsor required documentation.
  • 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. Gathering all required documentation for subcontract proposals and negotiations, including checking for Hopkins-friendly contract language prototypes, and even mathematical corrections to subcontract proposals from other institutions.
  • Create detailed budget in both institution and sponsoring agency format. Make comparisons between the budget detail and budget justification for consistency purposes.
  • 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.
  • Review all sponsored project proposals for assigned faculty prior to them being forwarded to the Sr. Administrative Manager and ORA for signature. Review involves accuracy, content, adherence to all relevant guidelines.
  • Manage all assigned grant submissions to ensure timeliness and accuracy. Submitting proposal documentation through the COEUS system for review by the Sr. Administrative Manager and the central Research Administration Office.
  • Responsible for maintaining the department’s electronic database system containing all documentation for submitted proposal applications.
  • Assure that animal and/or human subject protocols are met, if applicable.
  • 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.


Post Award:

  • Manage related post-award processes, including award setup, review, account setup and verification.
  • 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.
  • Monthly review of control salary, faculty sponsored salary, sponsored deficit report, unbilled sponsored revenue report. Taking action as necessary to resolve any issues.
  • Quarterly review of departmental dashboard report. Reviewing department’s performance metrics, sharing report with entire financial staff team, and offering suggestions to ensure improved future performance.
  • Review and approval of charges on all sponsored accounts to ensure expenditures are allowable/allocable/reasonable and that it meets audit requirements.
  • This includes approving travel reimbursements and reviewing account balances prior to orders being submitted on both sponsored and some non-sponsored accounts.
  • Analyze/interpret complex financial data and develop reports as needed.
  • Handle all aspects of sponsored projects closeout such as following up with faculty about progress reports, invention reports, patents, cost overrun transfers, and creating account reconciliation reports for final financial reports.
  • Handle all updates and adjustments for faculty salaries. This includes creating and maintaining detailed salary spreadsheets in addition to processing payroll documents (i.e., ISRs and Eforms).
  • Responsible for pre-reviewing effort forms for faculty and students.
  • Oversee and direct all aspects of complex award management activities and provide oversight to other employees, including monitoring and managing accounts, audits, evaluation and reporting.
  • Provide information and direct assistance required to complete grant and contract closeouts.
  • Ensure that all closeouts handled by other members of the Grants & Contracts Team have been handled appropriately.



  • Serve as backup for the Sr. Administrative Manager and other staff members as needed.
  • As necessary, train other departmental personnel on policies and procedures regarding financial systems (SAP), grants, contracts and other assignments.
  • Assist/create procedural guides to be used by departmental staff to ensure compliance with departmental, university, federal, and sponsored policies.
  • Participate and/or lead various meetings within the department and for the WSE’s Research Analyst Group.
  • Take the lead in overseeing, updating and maintaining the department’s grants & contracts shared drive. This includes creating and/or updating “how to documents” as required. Maintaining the department’s shared drive is a very important task since all grants and contracts info is stored electronically.
  • Act as departmental liaison with the Research Administration Office, collaborating departments, sub-awardees, and sponsoring agencies.


Minimum Qualifications (mandatory):

  • Bachelor’s degree required.
  • 4 years of related experience in sponsored research, finance or administration.
  • 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 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:

Work experience in a research, academic or university environment preferred.

Knowledge of SAP preferred. Proficiency in COEUS and JAWS/SWIFT.


Special Knowledge, Skills, and Abilities:

Knowledge of accounting and budgeting theory and practices required.

Thorough knowledge and understanding of JHU’s accounting system and related fiscal offices preferred.

Ability to make independent judgments routinely.

Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.

Thorough knowledge of external Federal guidelines/procedures for grants and contracts, including NIH, NSF, DOD and NASA.

Ability to interpret financial reports. Strong organizational skills, analytical and problem solving abilities and attention to detail required.

Must have strong communication skills, both oral and written and be able to maintain confidentiality.

Must effectively interact with all levels of JHU employees.


Technical Qualifications or Specialized Certifications:

  • Proficiency in Microsoft Office Suite. Intermediate level in Excel required, advanced level preferred.
  • Familiarity with shared drives and database work a plus.
  • Strong computer skills is a requirement for this position.


Supervisory Responsibility:

  • Partially oversee the Budget Analyst position.


Classified Title: Sr. Grants & Contracts Analyst 
Role/Level/Range: ATP/04/PD 
Starting Salary Range: $59,280 to $81,435 annually
Employee group: Full Time 
Schedule: M-F, 8:30 a.m. - 5:00 p.m. 
Exempt Status: Exempt  
Location: 01-MD:Homewood Campus 
Department name: 10001491-Dept of Environmental Health and Eng 
Personnel area: Whiting School of Engineering


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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