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Job Req ID:  13070

PREP Grants & Contracts Analyst

Classified Title: Grants & Contracts Analyst 
Working Title: PREP Grants & Contracts Analyst ​​​​​
Role/Level/Range: ATP/03/PC 
Starting Salary Range: $50,200 to $68,090 per year
Employee group: Full Time 
Schedule: M-F, 8:30 a.m. to 5 p.m. 
Exempt Status: Exempt ​​​​​​​ 
Location: 25-MD:JH at Columbia Center 
Department name: 10001507-Energetics Research Group 
Personnel area: Whiting School of Engineering

General Summary

This position will be primarily responsible for the financial management of the JHU NIST PREP Program. Primary duties will include subaward coordination and processing between JHU and our partner universities. In addition, this position is tasked with financial management of the program budget and financial reporting to both internal and our sponsor resources.  Also, this position works with the Corporate and Government Program Office in their mission to fully integrate non-traditional commercial and government research sponsorship into the WSE portfolio. The ideal candidate will serve as a material resource for faculty researchers in pre-award and proposal development budgeting exercises and lend expertise to support fiscal management and reporting. This is a salaried, exempt position.

The analyst will provide dedicated professional level sponsored funds management for more than 80% of time. The primary goal of this position has responsibility for post-award functions that include, but may not be limited to: budget development, account maintenance and oversight, billing/invoicing, reporting, compliance, and closeout. Other responsibilities include processing travel reimbursements, purchasing and invoicing responsibilities and human resource related tasks, e.g. stipend disbursement and visa processing for foreign applicants. The pre-award activity may include proposal preparation, submission, and budget development. One must be able to work independently on a variety of grants/contracts that range from simple to moderately complex.  While this role may assist with some aspects of non-sponsored funds, the primary goal of this position is to ensure timely, effective and efficient functioning of sponsored funding. 

Job Scope/Complexity:

The ideal candidate will work independently the majority of the time, with support from Principal Investigator (PI) and/or senior/management level grants & contract professionals on increasingly more complex grants/contracts. This individual will provide standard professional administrative level guidance on protocols, regulations and guidelines to PI and other scientific/research professionals within the department.  One may interact with external research/administrative professionals.

Types of Sponsored Awards for which the Position is Responsible: 

This role functions at an intermediate level, with responsibility for independent management of simple to moderately complex grants/contracts, including those from NIH, NSF, DOD and NASA.  These grants, contracts and awards may involve detailed budgets, sub-awards and special instructions in RFA, career awards, training awards, multi-project grants, complex Foundation grants, sub-awards from other institutions on their federal pass-through grants.

Primary Duties and Responsibilities:

  • Understand and utilize institutional policies for post award grant process and sponsor guidelines. 
  • Review budgets and related justification for appropriateness and completeness of content.  Ensures that all applicable and indirect costs have been applied.  May also provide groundwork for subcontract negotiations.
  • Ensure compliance in all other areas related to grant and contract management, including sponsoring organization guidelines, internal protocols, accurate protocol information within grant documents, conflicts of interest, etc.
  • Maintain ongoing updates and communications related to current grants and contracts, this includes regular auditing and reporting to principal investigators and departmental leadership.  Assist with closeouts as needed.
  • Coordinate the process of setting up awards in designated department/division after grant number is assigned, including reviewing award, verifying award set-up and ensuring personnel is setup appropriately.
  • Pro-actively ensures spending is compliant in accordance with institutional and sponsor regulations, terms, and conditions.
  • Ensure that post-award responsibilities are completed, including budget distribution, account reconciliation, e-form setup, effort reporting, cost transfers, paying invoices and paperwork finalization related to subcontract setup.
  • Conduct complex award management activities including monitoring and managing accounts, audits, evaluations and reporting.
  • Provide information and direct assistance required to complete contract and grant closeouts.
  • Partner with departmental faculty and/or budgetary staff and the Divisional Office of Research Administration toward the planning and development of application submissions to various federal offices, private

    agencies/foundations and commercial companies.

  • May review sponsored project proposals for assigned faculty prior to them being forwarded to the Grants & Contracts Manager and Divisional Sponsored Projects Office for signature.  Review involves accuracy, content, and adherence to all relevant guidelines.
  • May be expected to provide instruction, preparation assistance and support related to grant application procedures.
  • May serve as liaison between research units, central offices and funding agencies.

Minimum Qualifications:

  • Bachelors degree required.
  • Two years of administrative/budgeting experience.
  • 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:  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.                                                                                                                                                                                                

Additional Applicable Information:

Successful completion of the RAT program (18-24 months) is equivalent to three years of relevant experience for this position.  If an employee does not successfully complete the program, no additional experience will be applied.

Special Skills/Knowledge:

  • Knowledge of accounting and budgeting theory and practices required. Thorough knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.
  • Ability to make independent judgments and to act on decisions on a daily basis.
  • Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
  • Knowledge of external Federal guidelines/procedures for grants and contracts, including NIH, NSF, DOD and NASA.


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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