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Job Req ID:  102903

Sr. Grants & Contracts Analyst

We are seeking a Grants & Contracts Analyst. The Grants & Contracts Analyst will support coordination of the grant related activities of the Johns Hopkins Center for Infectious Diseases in India (CIDI) and Center for Community & Global Health in Infectious Diseases (CCGHE-ID), which has an ever-expanding domestic & international grants and contracts portfolio. This position will coordinate activities related to the sponsored research pre and post award activity of the CIDI – CCGHE-ID. This position is responsible for reconciliation of non-sponsored and sponsored accounts, monitoring expenses and processing financial transactions. Maintain documentation to support financial transactions. This position will report to and support the Sr. Grants & Contracts Analyst. This position will prepare grant, contract proposals, and provide guidance in the interpretation and implications of applicable grant terms and conditions. This position will work with the PIS, CO-Is, Office of Sponsored Projects in the Department of Medicine (DOM), the Office of Research Administration (ORA) at the School of Medicine (SOM), the Department Finance Office, and external funding agencies to process grant and contract applications.

Specific Duties & Responsibilities

  • Sponsored Projects (Post-Award) Review and reconcile financial statements with actual invoices and supporting documentation, process transfers, monitor monthly expenditures and gather documentation for supervisor’s review and approval.
  • Work with Sponsored Projects Shared Services (SPSS) & ORA to complete grant closeouts, Financial Status Reports & Federal Financial Reports for existing awards, and manage post award processes including award setup, review, account setup verification and to ensure staff is setup appropriately.
  • Assist with compliance issues for sponsored research (i.e, cost transfers and effort reporting).
  • Prepare and review various paper and electronic forms such as journal vouchers, payroll (e-forms), and check deposits.
  • Perform monthly reconciliation for several CIDI – CCGHE-ID grants and contracts using SAP, Analysis and other institutional reporting systems.
  • Facilitate corrections to accounts in question, working with divisions, SOM, SPSS and outside agencies. Meet with PI’s to review their account reconciliations, balances, effort, staffing, address any issues and take corrective actions by processing e-forms, cost transfers etc.
  • Verify compliance with sponsoring organizations' guidelines, as well as with relevant University policies and procedures. Assist faculty in completion of required information.
  • Perform award budget distribution, effort reporting and produce financial summaries & payroll/effort distribution reports for PI review.
  • Provide guidance and training to administrative staff and other Grants & Contracts Analysts in matters related to management of complex grant submissions involving international partners, overseeing and monitoring high-risk subcontracts.
  • Responsible for all phases of the process of creating and monitoring the independent contractor relationships.
  • Responsible for managing service contracts from vendor setup, obtaining quotes, invoicing & payment processing.
  • Manage Purchasing process to support the International & Domestic Research Programs, which includes ordering Shopping Carts/PO’s, invoice payments for domestic and foreign vendors, resolving issues by coordinating with vendors, Accounts Payable, Purchasing, Treasury Services etc. Create goods receipts and route all pertinent documentation to appropriate staff for payment processing.
  • Uses various software applications such as spreadsheets, relational databases, and university systems such as SAP and Coeus, to assemble, manipulate and format data and/or produce reports for CIDI – CCGHE-ID, divisional & departmental leadership as required.
  • Review and approve CIDI – CCGHE-ID shopping carts, travel reimbursements and vendor payments via check requests.
  • Maintain CIDI – CCGHE-ID grants spreadsheets for tracking active and pending awards/contracts by fiscal year and principal investigator. Responsible for creating records for new grants, updating existing grant records in the newly developed CIDI – CCGHE-ID grants database. Work with other CIDI – CCGHE-ID staff to ensure the database serves as the single application for all pertinent grants information by verifying records are linked to Sponsors & PI information, IRB & Regulatory information, Publications etc. appropriately.
  • Facilitate and/or produce specialized sponsored project reports using institutional or departmental systems for faculty and directors.
  • Participate in biweekly Indo-US Leadership calls to review and discuss upcoming funding opportunities, grant submission deadlines, provide updates on existing grants, resolve issues if any. Conduct and participate in JHU Pune (India Office) & BJMC calls to receive financial updates and provide feedback for the extensive CIDI – CCGHE-ID & JHU research portfolio.
  • Provide assistance/training to JHU Pune/BJMC teams concerning budget development, other required documents preparation, invoicing & payments processes etc.


  • Work independently, and in coordination with the Sr. Grants & Contracts Analyst and ORA to plan, develop, and review grant proposals for accuracy, content and adherence to guidelines. Submit grant proposals to federal, state, private and foundation sponsors after ORA signatures via COEUS, ASSIST, and etc. Understand and utilize institutional policies for pre-award grant process and Sponsor guidelines.
  • Work with PI’s to initiate, complete and compile various components for the annual Research Project Progress Reports for new and continuing projects. Provide responses to Just-In-Time requests regarding budgets, justifications, IRB reviews, Other support pages etc.
  • Develop and prepare budgets, budget justifications (to ensure their relationship to budgeted dollars) for PI review. Update biosketches, letters of support, consortium & contractual agreements, other support pages, and other administrative data for submission to appropriate funding agencies or prime institutions.
  • Prepare and submit proposals for new Aids Clinical Trial Group/HIV Prevention Trials Network contracts ensuring that all applicable direct and indirect cost rates are applied. Process renewals and modifications to existing contracts following university and Sponsor guidelines. Work directly with Sponsors to provide responses to budget reallocation requests, quarterly expenditure estimates, invoicing and tracking of payments.
  • Point of contact to review and route Material Transfer agreements, Service agreements, Data Transfer agreements, Confidentiality & Non-Disclosure agreements to ORA for partial or full execution.
  • Advise faculty and staff on changes in submission of grant proposal policies.


  • Responsible for end-to-end management for international & domestic subcontracts.
  • Develop and review budgets with the PI’s/Subrecipients.
  • Review document packages submitted by other institutions for accuracy, content and adherence to relevant guidelines.
  • Prepare and submit all subaward applications to the subaward office.
  • Prepare forms, budget, and other compliance documents to be included with subaward preparation.
  • Serve as liaison between the sub agency and the subaward office at JHU. Verify documents for completeness and compliance with government and private agencies.
  • Ensure that funds are expended/requested according to sponsoring organizations' stipulations and appropriate university guidelines.
  • Communicate with appropriate internal and external administrative offices to ensure that established procedures are followed (i.e., subrecipient monitoring). Act as a liaison between faculty members and ORA.
  • Responsible for Subaward invoice processing, and maintaining successful databases and filing systems.
  • Perform summary reviews for all subcontracts and detailed/desk reviews for high-risk subcontracts as per JHU guidelines.
  • Liaison between JHU Office of Research Compliance and Subrecipients to help resolve any issues and to ensure all required audit & financial reports are submitted in time.

Special Knowledge, Skills & Abilities

  • Office support skills, including creating and maintaining electronic and paper filing systems, preparing documents, and answering and responding to or referring telephone inquiries.
  • Ability to work with numbers and to reconcile basic financial data.
  • Analytical skills sufficient to enable review of data to ensure accuracy and catch inconsistencies.
  • Ability to research and resolve basic problems or data discrepancies. Professional verbal and written communication skills, including the ability to clearly explain basic financial information, draft routine correspondence, and respond to emails.
  • Proven ability to successfully carry out highly detail-oriented responsibilities. Strong MS Office suite, including Excel.
  • Knowledge of JHU systems, such as SAP, or ability to quickly learn and successfully work within those systems.

Minimum Qualifications

  • Bachelor's Degree.
  • Four years of related experience in sponsored research and/or financial positions, preferably in an academic or medical setting.
  • 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. 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.



Classified Title: Sr. Grants & Contracts Analyst  
Role/Level/Range: ATP/04/PD  
Starting Salary Range: $61,070 - $83,900/Annually (Commensurate with experience)
Employee group: Full Time 
Schedule: M-F: 8:30-5:00 
Exempt Status: Exempt 
Location: Remote
Department name: SOM DOM Infectious Disease
Personnel area: School of Medicine 


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 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.

The successful candidate(s) for this position will be subject to a pre-employment background check.


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