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Job Req ID:  10585

Sr. Sponsored Projects Specialist

Classified Title: Sr. Sponsored Projects Specialist 

Working Title: Sr. Grants Specialist
Role/Level/Range: ATP/03/PC 
Starting Salary Range: $49,216.00  - $58,041.00
Employee group: Full Time 
Schedule: Mon-Fri; 8:30am - 5:00pm 
Employee subgroup: Salaried Exmpt 
Location: 04-MD:School of Medicine Campus 
Department name: 10002692-SOM Admin Res Sponsored Projects 
Personnel area: School of Medicine

General Summary/Purpose

As a member of the Grants Team in the School of Medicine Office of Research Administration (ORA), Sr. Grants Specialist assists the Grants team with pre- and post-award management:  federal and non-federal grants workflow, federal closeout and serves as the ORA liaison to ORIS on research information systems issues.


Specific Duties & Responsibilities


Post Award Management:

  • Primary liaison for Oculus awards uploads of federal and non-federal grants workflow.
    • Examine grant award notices received from JHURA and SOM Grants team to ensure completeness and accuracy and confirm PI’s have completed relevant trainings. Compile award notices with any necessary backup documentation to create and upload a PDF file into the appropriate Oculus profile and forward to SPSS to set up or update the account.
    • Monitor oculus work flow to confirm SPSS receipt of award documents.  Resubmit, if necessary. Act as the point of contact for questions from SPSS about missing documents and inquiries about Coeus award document information and corresponding documents in Oculus.
    • Create and maintain excel spreadsheets for essential award statistics (all electronic awards processed, all other awards scanned, awards purged from Oculus w/brief descriptions of why).
    • Determine which awards will include outgoing subawards and forwarding copies of the award notices to the Outgoing Subawards team.
    • Communicate with department faculty and staff to resolve proposal and award workflow issues, such as whether an award has been scanned to SPSS, how to find the account information, etc.


  • Update the IPN record of pending proposals that sponsor confirms have not been funded.
  • Works with the Assistant Director to resolve high-level and complex workflow and data integrity issues.
  • Facilitates NIH closeout process, including, but not limited to: review and verification with JHTV Inventory Specialists of department- and PI-submitted Final Invention Statements, ensuring timely submission.
    • Monitors eRACommons closeout report to ensure continued compliance.
    • Acts a resource to the faculty and department staff on closeout process and requirements.
  • Other duties as assigned.


Pre Award Management:

  • Create COEUS Proposal Development records for proposals submitted by Interdepartmental Deans within the School of Medicine.
  • Potential to assist the Grants Associates with review of department RPPR and other simple proposals.


Research Information Systems Liaison:

  • Represent ORA in research IT systems meetings.
  • Respond to data entry issues regarding Research Projects Administration (RPA) and Coeus database.
  • Act as liaison in sustaining accuracy in Coeus database.
  • Serves as an additional account administrator for eRACommons and the primary account administrator for
    • Determine whether applicants/employees may be granted access to Electronic Research Administration Commons (eRA Commons) and/or National Science Foundation’s Fastlane website and assigning appropriate roles.


Other Duties:

  • Acts as backup to Sponsored Projects Assistant during absences for eRA Commons account creation, office calendar updates and room scheduling.


Minimum Qualifications

  • Bachelor's degree.
  • A minimum of two years of administrative experience required, prefer that one year is in a sponsored research environment.
  • 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

  • Experience with budget/pre-award process.
  • Experience with Coeus and SAP software.
  • Detail-oriented, well-organized, and able to handle multiple projects in a deadline driven team environment.
  • Expert knowledge of Excel.
  • Demonstrates excellent verbal and written communication skills.







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 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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