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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.

 

Other

  • 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.

 

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

 

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

 

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

 

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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.

 

Note: Job Postings are updated daily and remain online until filled.

 

 

Remote