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Job Req ID:  42436

Sr. Grants & Contracts Analyst

Johns Hopkins University School of Medicine

Founded in 1893, the School of Medicine (SOM) is the academic medical teaching and research arm of The Johns Hopkins University. With a budget of over $2 billion, the SOM has consistently been among the nation’s top medical schools in the number of research grants awarded by the National Institutes of Health (NIH) and in having as its major teaching hospital, The Johns Hopkins Hospital (JHH). JHH was ranked the best hospital in the United States for 22 years by U.S. News & World Report. Sixteen Nobel laureates associated with the SOM as alumni and faculty have won the Nobel Prize in Medicine or Chemistry, two of which, are current faculty. Fifteen current faculty are members of the National Academy of Sciences. The SOM offers an M.D. an M.D./Ph.D. and 19 other graduate programs. In the current year, there are over 1,250 medical and doctoral students, and more than 2,700 full-time faculty.


General Summary/Purpose:

The Sr. Grants & Contracts Analyst position will coordinate all activities related to sponsored project submission for the Department of Gynecology and Obstetrics.


Specific Duties & Responsibilities:

The Sr. Grants & Contracts Analyst will be responsible for the management of pre-award and post-awards to include proposal preparation, submission, budget development, account maintenance and oversight, invoicing, reporting, compliance, and closeout.  Responsible for timely and efficient functioning of sponsored funding.  Will act as the point of contact with departmental faculty and/or divisional budgetary staff toward the planning and development of budgets for submission with grants packages to various federal offices, private agencies/foundations, and commercial agencies. Responsible for account reconciliation of departments grants/contracts to ensure that they are expended according to sponsoring organizations requirements and University guidelines. 


Will provide professional administrative guidance on protocols, regulations and guidelines to PI and other research professionals.  Work with investigators and budgetary staff in development of accurate and sound grant/contact budgets. Review budget justification for appropriateness and completeness of content. Will compare budget detail to budget justification for consistency. Verify compliance with sponsoring organizations guidelines, as well as with relevant University policies and procedures. Assist Principal Investigator in completion of the administrative portions of grant/contract package of required information. Assure JCCI and animal protocol numbers are valid and that all applicable direct and indirect cost rates have been applied. Communicate with funding agencies and or private companies in order to confirm or clarify grant/contact submission requirements. On-going collaboration with the Office of Research Administration at the School of Medicine to ensure the successful and timely processing of all grant/contract through the central approval process. Maintain an accurate workflow journal/database detailing grant/contract process dates and submission dates. On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within their division. Key focus on customer service, timely communication and meeting deadlines. 

Financial/Reporting Responsibilities

Will be responsible for the post-award process including but not limited to allocation of budgets, coordinating the timely and accurate set up of payroll and grant guidelines, processing journal entries and cost transfers as needed, reconciling reports, research related payroll and financial data. Facilitate and or produce specialized sponsored research/project reports utilizing institutional and or department systems. (Excel, Access, SAP, etc). Prepare individual and divisional faculty funding analysis for review by the Principal Investigator on a monthly basis, to ensure accuracy and make changes when necessary. Provide guidance and oversight to ensure that the grant/contracts funds are in compliance with University and award/contractual guidelines. Including recommendations to ensure all sponsored awards are reconciled and balances are without a surplus or deficient balance. 

Key contact for Sponsored Shared Services as part of the grant/contract fiscal reporting processes – annual and final, including the grant/contract closeout and Financial Status Reporting process. Ensure that all research salary support for faculty and staff is cleared from the departmental default account monthly. Serve as one of the Departmental finance and administrative staff who act as a liaison with university areas such as the School of Medicine’s Business Office, Research Administration, Research Accounting, Dean’s Office, Human Resources, JHU Controller’s Office, Tax Office. Prepare and approve various paper and electronic forms such as journal vouchers, on line payment request, purchase orders. Key contributor in the annual budgeting process by providing projections of research support for the current year end and an estimation of the following fiscal year. Provide monthly, periodic and or ad-hoc financial reporting as requested by PI, Faculty, Department Chairman and Department Management. Ensure proper management of all sponsored awards, by insuring all financial transactions agree with GAAP, NIH Grants Policy Statement, FDP, OMB and University policies. Proactive interaction with the SOM Divisional Research Administration, Sponsored Program Shared Shares, and SOM Divisional Business Office to resolve errors and discrepancies. Complete special assignments/projects as assigned. 


Minimum Qualifications (Mandatory):

  • Bachelor's degree in finance, accounting, or other related field required
  • Four years of experience in sponsored research and financial positions required, preferably in an academic or medical setting
  • Additional education may substitute for experience and additional experience may substitute for education, to the extent permitted by the JHU Equivalency Formula
    • 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.

Successful completion of the RAT (Research Administrative Training) Program (18-24 months) is equivalent to three years relevant experience for the position.  If an employee does not successfully complete the program, no additional experience will be applied.


Special Knowledge, Skills, and Abilities:

Knowledge of accounting and budgeting theory and practices. Ability to make independent judgments and to act on decisions on a daily basis. Ability to work for long period of time without direction. Ability to prioritize own work. Ability to work with flexibility on several task simultaneously and to meet various concurrent deadlines. Very strong organizational skills, analytical and problem solving ability, and attention to details. Ability to maintain confidentiality. Strong interpersonal and communication skills, both oral and written. Ability to effectively interact with all levels of University and Hospital employees as well as outside contacts.


Classified Title: Sr. Grants & Contracts Analyst 
Working Title: Sr. Grants & Contracts Analyst 
Role/Level/Range: ATP/04/PD 
Starting Salary Range: up to $81,435 (Commensurate with Experience)
Employee group: Full Time 
Schedule: Monday - Friday, 8:30 am - 5:00 pm 
Exempt Status: Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10002852-SOM OB GYN Gynecology and Obstetrics 
Personnel area: School of Medicine


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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