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Job Req ID:  18943

Subawards Specialist

General Summary/Purpose:

Support 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 as necessary

Prepare documents for submission to Subawards Associate/Director

  • Review Subaward Workflow Information Tracking (SWIFT) System requests for accuracy and completeness of record. Follow up with department until information is complete.
  • 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.

Develop original Subawards under prime federal grants and modification Subawards under prime federal grants and other agreements 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 as needed with the current status of the subcontract.
  • 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.
  • Under Subawards Director’s direction, assist subrecipient with questions and/or issues to be negotiated.
  • Follow up with subrecipient monthly until contract is returned partially executed
  • Complete digital file and database and provide partially executed agreement, to Subawards Director.

Submit Fully executed agreements to subsite and JHU PI

  •  Upon return of the Subaward, return the fully-executed agreement to the subrecipient along with the purchase order number.
  • Disseminate copies of the Subaward and purchase order number to the P.I. and departmental contact.
  • Complete database entry, history sheet, and SWIFT Record.
  • Upload copies of fully executed agreements into Oculus for record retention.

Maintain outgoing subs database

  • Create reports requested by Subawards Director
  • Maintain data integrity of log entries

Maintain compliance for the Federal Funding Accountability and 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 Director’s request
  • Assist Director with SAP/PO related issues
  • Other duties as assigned by Director


Minimum Qualifications

Bachelor’s degree in related field required. 

Requires minimum of three (3) years related administrative experience (e.g. involving contracting, purchasing, or compliance activities), one year of which is in a sponsored research environment


Special Knowledge, Skills, and Abilities

Must be able to learn quickly, read analytically, and write well and fluently.

  • Requires strong typing and computer skills (Word, Access, and Excel), excellent spelling and grammar, and the ability to communicate clearly.
  • 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 
Working Title: Subawards Specialist  ​​​​​
Role/Level/Range: ATP/03/PC 
Starting Salary Range: $50,700 - $69,780 / Commensurate with Experience
Employee group: Full Time 
Schedule: Monday-Friday, 37.5 hours per week 
Exempt Status: Exempt  
Location: 46-MD:JH at Harbor East 
Department name: 10002694-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.


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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