The Grants & Contracts Manager is responsible for all activities related to the sponsored projects within a department, center and/or division. Will oversee the pre-award, post-award and closeout activities for a variety of grants/contracts, with varying levels of complexity. This role also manages a staff of five or more professional and para-professional level positions. The Manager serves as first point of contact and resource guide for department faculty and analysts for the planning and development of budgets for submission with grant packages to various federal agencies, private agencies, foundations and commercial contract proposals. This includes providing instruction on protocol, regulations and guidelines pertinent to the agency/or university.
Job Scope/Complexity: Will provide broad/in-depth 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. Works closely with faculty and staff on complex awards and submissions; provides ongoing staff training; disseminates information on new regulations and compliance rules; provides quarterly and annual sponsored funding reports as needed to department, center and/or division leadership as required. Will act as the final point of contact for the department, center, and/or division with faculty, grants and sponsored research staff.
Types of sponsored awards for which the position is responsible: This position works independently on a variety of complex level grants/contracts, including those from NIH, DOD, private and corporate sponsors. These grants, contracts and awards may involve highly detailed budgets, multiple projects, Cores and Subawards, Investigator-initiated, Consortium and New Center, Dept. of Defense grants, higher complexity Foundation grants and pharmaceutical company clinical trials. 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.
Duties & Responsibilities:
Serve as department/division liaison for Departmental Sponsored Projects Office, Office of Research Administration and University Shared Services. 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. Responsible for departmental pre-review of complex proposals. Manage process of final grant package presentation and approval with the Office of Research Administration. Responsible for the timely preparation of proposal budget for Principal Investigator Review. Revise and advise on approved budget changes to awarded grants/contracts. Manage the sponsored and discretionary fund portfolios of various departmental faculty. Develop and oversee the maintenance of budget monitoring systems for JHU departmental funds. Review SAP reports, analyze variances and take appropriate action. Manage internal sponsored audits and the development of an account reconciliation system for sponsored and non-sponsored accounts. Develop reports for forecasting and trending of expenditures of awards. Manage the process for delivering the technical and financial reports for private and government sponsors. Provide on-going guidance, facilitation & expertise to faculty in their grant pursuit efforts by providing analysis of all grant and contract applications. 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 on financial status of grants, contracts and discretionary accounts. Also provide relevant updates and reports to departmental leadership, as needed.
Provide regular reporting to principal investigators on financial status of grants, contracts and discretionary accounts. Assist with closeout of grants and contracts. Ensure that related post-award processes are coordinated appropriately by members of the grants & contracts team, 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 members of the grants & contracts team, 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. Ensure compliance in all other areas related to grant and contract management, including compliance registrations, safety and environmental health issues, internal protocols, conflicts of interest, etc. Manage the performance and efficiency of other members of the departmental grants and contracts team. Assist in HR and student appointment process with Central Pathology Administration unit.
Bachelor's degree required, along with 5 years of related experience in sponsored research and/or financial positions, preferably in an academic or medical setting. Two years of experience working in a lead or supervisory capacity with extensive supervisory responsibilities or high level, direct involvement in JHU grants and contracts leadership development training projects, serving as a recognized subject matter expert. 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.
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. Proven ability to provide leadership, management and training to the sponsored research team. Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines. Thorough knowledge of external Federal guidelines/procedures for grants and contracts, including NIH, DOD and private agencies. Strong communication skills are required as well as tact and discretion. Maintain strict confidentiality of payroll/personnel and budget information. Knowledge of Excel, Access and Word. Knowledge of JHU on-line systems for budgets, purchasing and accounting preferred. Successful completion of the RAT (Research Administration Training) Program (12 months) is equivalent to two years of relevant experience for this position. If an employee does not successfully complete the program, no additional experience will be applied.
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.
Internal Number: 3191-en_US
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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.