"Sr. Grants & Contracts Analyst"

Specific Duties and Responsibilities

Will provide broad/in-depth professional administrative level guidance on protocols, regulations and guidelines to PI and other scientific/research professionals, both within the University and with other associated research/administrative professionals outside of the University. This position offers guidance and learning support to Grants & Contracts Analysts, Specialists and Coordinators within the department. This role may serve as the lead Grants & Contracts position, in departments where a Grants & Contracts Manager doesn’t exist.

This position works independently on a variety of complex level grants/contracts. These grants, contracts and awards may involve highly detailed budgets, multiple projects, and subawards. Will also provide direction and assistance to Analysts with details related to subawards from other institutions on their federal pass-through grants. May also work directly with management of non-sponsored funds, including general funds and gifts, on a limited basis.

Partner with and act as final point of contact with departmental faculty and/or budgetary staff and the Office of Research Administration toward the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies.

Understand and utilize institutional policies for pre-award grant process and sponsor guidelines.

Review all sponsored project proposals for assigned faculty prior to them being forwarded to the Grants & Contracts Manager and ORA for signature. Review involves accuracy, content, adherence to all relevant guidelines.

Responsible for the timely preparation of proposal budget for Principal Investigator Review.

Provide instruction, preparation assistance and support related to grant application procedures.

Serve as liaison between research units, central offices and funding agencies.

Review budgets and related justification for appropriateness and completeness of content. 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.

Manage all assigned grant submissions to ensure timeliness and accuracy.

Maintain ongoing updates and communications related to current grants and contracts, this includes regular auditing and reporting to principal investigators on financial status of grants, contracts and discretionary accounts. Also provide relevant updates and reports to departmental leadership, as needed.

Manage related post-award processes, including award setup, review, account setup verification, and ensuring that staff is setup appropriately.

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.

Oversee and direct all aspects of complex award management activities and provide oversight to other employees, including monitoring and managing accounts, audits, evaluations, and reporting.

Provide information and direct assistance required to complete contract and grant closeouts, as needed. Ensure that all closeouts handled by other members of the grants & contracts team have been handled appropriately.

Reconcile monthly financial statements for assigned accounts according to University guidelines.

Monitor the expenditure of funds to ensure adherence to award document and University guidelines.

Work closely with program teams to develop annual workplan budgets and subsequent expenditure tracking tools to meet both program and funder requirements. In the cases of PEPFAR funded projects, be familiar with PEPFAR reporting requirements and develop budgets and tools with those requirements in mind.

Assist team with proper procurements – review solicitations, bids, and selections memo for completeness and compliance with University and Donor guidelines.

Assist team with the subaward process – ensure sponsor approval; and all University and Sponsor required documents are in order. Upload and liaise with the ORA office as necessary through award execution.

Conduct subrecipient monitoring and follow up. Work closely with team(s) to create monitoring plan and ensure plan is adhered to – collect/file documentation to support the monitoring.

Work with the Program staff to set up Independent Contractors and verify the process is in accordance to University guidelines.

Know and advise the teams on federal travel regulations, review expense reports and airfare for compliance and accuracy.

Prepare all SAP documentation and transactions – e-forms; shopping carts; on-line payments; expense reimbursements as needed.

Track consultant, vendor and subrecipient payments against agreement ceilings/purchase order balances and communicate funding shortfalls.

Responsible for helping with field support activities. This includes helping to facilitate rent payments for field staff, and coordination of field workshops (i.e. payments for venues). etc.

Comply with the University guidelines for Effort Reporting. Review each IO monthly for proper effort allocation. Identify and report discrepancies.

Assist in monitoring cost-share obligation if applicable. Keep team members apprised of cost share status.

Maintain adequate supporting documentation for financial transactions consistent with sponsor, University and department guidelines.

Minimum Qualifications

Bachelor's Degree. Four years of related experience in sponsored research and/or financial positions, preferably in an academic or medical setting. Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

Knowledge of accounting and budgeting theory and practices. Knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices. Ability to make independent judgments and to act on decisions daily. 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.