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Job Req ID:  93036

Sub Awards Specialist

The Office of Research Administration is seeking a Subawards Specialist who will work independently as part of the Subawards team in triaging subaward requests and processing of outgoing Subawards under federal and non-federal grants/contracts, process fully-executed Subawards, and draft subawards under federal grants including no cost extensions and modifications.


Specific Duties & Responsibilities:

Request Initial Information from Department Administrators to Establish Subaward

  • Use email template to request necessary documents from the department which are required to complete Subaward setup and creation.
  • Follow up with department until paperwork is completely received.
  • Monitor/maintain centralized email account.
  • Triage emails from the centralized email account.


Prepare Documents for Submission to Subawards Team Member

  • Review Subaward Workflow Information Tracking (SWIFT) System requests for accuracy and completeness of record.
  • Make initial data entry in the Access log and create digital file.
  • Submit audit paperwork to appropriate department (e.g. COI, Risk Questionnaires) and complete other compliance checks.
  • Acquire and upload additional paperwork from various internal databases for file set up.


Draft Subawards Under Prime Federal Grants as Required

  • Review all digital file and database information for accuracy.
  • Request any additional information needed from the department or subrecipient to complete the subcontract.
  • Act as resource for questions on subawards process.
  • Update Access log.
  • Correct SWIFT record as needed using information gathered from the file, department, and subrecipient.
  • Prepare the initial Subaward for review.
  • Create or modify Purchase Order Number as necessary
    • Request internal order number for Subaward
    • Request shopping carts using SAP.
  • Determine appropriate text for e-mail and send agreement and attachments to the subrecipient.
  • Assist subrecipient with questions/issues
  • Follow up with subrecipient monthly until contract is returned partially executed
  • Complete digital file and database and provide partially executed agreements.


Submit Fully Executed Agreements to Subsite & JHU Contacts

  • Disseminate copies of the fully-executes Subaward, and purchase order number to the P.I. and departmental contacts.
  • Closeout Subaward records.
  • Upload copies of fully executed agreements into Oculus for record retention.


Maintain Outgoing Subs Database

  • Create reports as requested.  
  • Maintain data integrity of log entries


Maintain Compliance for the Federal Funding Accountability & Transparency Act (FFATA)

  • Maintain internal spreadsheet for FFATA files.
  • Report subagreements on government website no less than monthly.



  • Set up and Prepare documents for department trainings upon request
  • Assist team with SAP/PO related issues
  • Other duties as assigned


Minimum Qualifications (Mandatory):

  • Bachelor’s Degree required. 
  • Requires minimum of three years related experience (e.g. involving contracting, purchasing, or compliance activities), one year of which is in a sponsored research environment.
  • Additional experience may be considered in lieu of 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 the 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. 


Special Knowledge, Skills & Abilities:

  • Must be able to learn quickly, read analytically, and write well and fluently. 
  • Requires strong computer skills (Word, Access, and Excel), excellent spelling and grammar, and the ability to communicate clearly.
  • Individual must be detail-oriented, well-organized, and able to handle multiple projects simultaneously.
  • Ability to work well under pressure and perform duties in a timely and efficient manner. 
  • Must be able to work independently after initial instruction, but must also be willing and able to work as a member of a team with input from multiple sources.


Classified Title: Subawards Specialist
Role/Level/Range: ATP/03/PC  
Starting Salary Range: Commensurate with experience  
Employee group: Full Time 
Schedule: 8:30 am - 5 pm M-F 
Exempt Status: Exempt 
Location: Remote
Department name: SOM Admin Res Sponsored Proj Subcontract  
Personnel area: School of Medicine 



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


The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.


Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.


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