General Descriptionfull-time position with the Office of the Dean; 37.5 hours per week; Monday - Friday
The continued integration of All Children's Hospital (ACH) into Johns Hopkins Medicine (JHM)/Johns Hopkins University (JHU) will require the ongoing development and management of educational, clinical and research programs impacting both JHM in Baltimore, MD and ACH in St. Petersburg, FL. This position is a part of the team within the ACH Vice Dean's Office (East Baltimore) providing project, financial and sponsored research management in support of JHM/ACH integration and financial management support of the building of a diverse sponsored research portfolio including research initiatives and collaborations with established JHM/JHU experts in these arenas. The position will report directly to the Financial Manager under the direction of the Director of Academic System Planning and Development (Director).
Department Administrative and Financial Responsibilities:
Actively work in collaboration with Director and Financial Manager with the development of the annual operating budgets and forecasts for the JHM-ACH Vice Dean's Office - projected annual budget of approximately $22 million dollars. Analyze complex financial data and extract from SAP and other external databases. Define relevant information and provide interpretation for the purpose of determining past expense trends and or to project short (1-2 years) and strategic (3-10 years) of expense projections. Responsible for maintaining a full working knowledge and training for the backup function of all department ISRs and e-forms for HR and Payroll and ZSRs for SAP access and security and any other department administrative support functions as needed. Full understanding and knowledge of effort reporting validation/review, monthly non-sponsored reconciliations, and service center reconciliation for backup coverage and or delegation of additional work when volumes are high. Regularly analyze budget data to identify trends and improve processes and create synergies between campuses (East Baltimore and St. Petersburg). Utilize cost benefit analysis and modeling techniques to gather data to determine if expenditures in Core and Institutes are valid and if additional resources to be added to annual budgets are justified. Perform post implementation review to determine if additional funding created expected results/deliverables and report to Director. Extract financial data from various accounting and information systems to perform complex statistical, cost and financial analyses of financial reports and data, and prepare subsequent narrative analysis for management fiscal reviews and meetings.
Responsible for monthly non-sponsored KB15N process between JHU and the ACH Health Systems for the posting of inter & intra entity transfers for the JHM-ACH monthly invoicing process. Collaborate with the Director to prepare, monitor and reconcile KB15N transactions with the monthly invoicing process and ensure both process are fully reconciled and balanced as part of the monthly finance report generation process-process must be 100% accurate to avoid a financial risk to the SOM. Create financial systems, structures, and controls for a variety of processes that provide tracking, validation, billing, payment and debt reporting. Implement quality control and process improvements with regard to overall business process. Participate in the month finance meeting as needed. Regularly exercise administrative judgment and assume responsibility for decisions, consequences and results having an impact on people, cost and or ability of administrative infrastructure to support academic and research integration.
Sponsored Research Responsibilities:
Develop accurate and sound grant/contract budgets, budget justifications and any other required administrative data for incorporation into grant and or contract packages for Faculty-budget range from easy to very complex multi-site clinical trials.
Work in concert with the ACH Research Administration Office (St. Petersburg) in the preparation, review and submission of grants for JHU Faculty.
Extensive involvement and ownership for the completion and review of the administrative and financial portions of the grant/contract package(s) as needed for all JHM-ACH submissions. After review, will collaborate with Financial Manager as needed for any areas of concern regarding a submission and recommend any needed changes prior to grant/contract being set through the Coeus workflows.
Provide guidance and recommendations to Faculty on compliance, IRB & IACUC with applicable grant terms and conditions. If necessary, contact the appropriate area expert for guidance and or interpretation.
Will take initiative to communicate with funding agencies and/or private companies in order to confirm or clarify grant/contract submission requirements and collaborate with Financial Manager as needed.
On-going collaboration with the Office of Research Administration (ORA) at the School of Medicine to ensure the successful and timely processing of all grant/contract through the central approval process and accurate tracking of the submission pipeline/deadlines for the department. Organizational management of grant files - hard copy and electronic in accordance with departmental and university policy.
Maintain an accurate workflow journal/database detailing grant/contract process dates and submission dates. Develop and present statistical reports as needed by Director to assess workload, submission volumes by month for trending and short and long term funding submission pipeline.
Assure IRB and animal protocol approval is current and appropriate human subject compliance training has been completed by key personnel.
Flexibility to take on additional responsibilities as submission workflow change/expand.
Review terms and conditions of NGAs (notice of grant awards), federal contracts and/or commercial contracts that have been awarded to Principal Investigators most of which are very complex as awards cross the East Baltimore and St. Petersburg research campuses and involve administration under the Master Research Agreement between Johns Hopkins Medicine and the All Children's Research Institute (ACRI). Key player in the post-award process including but not limited to ensuring account set up by SPSS, allocation of budgets in accurate in SAP, coordinating the timely and accurate set up of payroll and grant guidelines, processing journal entries and cost transfers as needed, reconciling financial reports, research related payroll and financial data and sub awards that involve both the East Baltimore and St. Petersburg sites. Collaborate with Financial Manager to ensure all research salary support for Faculty and Staff is cleared from the departmental default account monthly. Utilize University SAP reports and tools to ensure accurate accounting of revenue and expenses. Facilitate and or produce specialized sponsored research/project reports utilizing institutional and or departmental systems (Access, Excel, Hopkins One, SAP/Analysis, etc.) for various Faculty, the Financial Manager and Director. Key contact for Shared Services Sponsored Projects for the grant/contract closeout and Financial Status Reporting process. Extract financial data from various accounting and information systems to perform complex statistical, cost and financial analyses of financial reports and data, and prepare subsequent narrative analysis for management. Responsible for tracking/communication of Other Support, Bio-sketches, etc. as needed intra or interdepartmental or with other institutions. Responsible for accurately providing research salary and support information as part of annual budgeting process and using forecasting models accurately forecast grant support by PI and or Lab in order to forecast gaps in research funding for the various Cores and or Institutes. Accurate allocation of research salary for the year end and New Fiscal Year payroll deadlines for JHM ACH Faculty and any collaboration Faculty have with other departments/divisions (i.e. Pediatrics, Surgery etc...). Ensure proper financial management of all sponsored awards by insuring the integrity that all financial transactions agree with GAAP, Uniform Guidance, NIH Grants Policy Statements, FDP, OMB, CAS, and University or Hospital policies. Interpret data for the purpose of determining past financial performance and/or to project a financial probability. Meet with Faculty and or ACRI Research Administration to discuss development of grant proposals and to ensure all submitted grants and contracts are in compliance with the University and/or agency regulations and restrictions. Ensure that expenditures for budgeted grants and contracts are monitored and that reports are prepared to maintain balanced accounts. Manage the procurement process involving both the East Baltimore and St. Petersburg campuses for all sponsored accounts and the receipt of payments from sponsors. Collaborate with Financial Manager on the KB15N process for the posting of inter & intra entity transfer for sponsored grants and contracts. Prepare, monitor and reconcile KB15N transactions as related to reconciling of sponsored accounts. Participate in the development of payment schedules and revenue reconciliations to ensure all revenue and expenses are fully balanced. Develop and oversee the maintenance of sponsored account budget monitoring systems. Develop complex financial reports for forecasting, trending and results analysis. Monitor, identify and communicate over expenditures to faculty and administrative staff and with Financial Manager devise strategies to resolve funding shortfalls. Keep current on laws and regulations that apply in order to maintain up-to-date compliance with all sponsored accounts. Perform simple to complex analysis on budget performance (some awards may include 10 or more sites-domestic and foreign), investigate variances, provide justification, and communicates to leadership as requested. Assist in researching expense and volume variances. Resolve any expense posting errors and communicate proper expense allocation as needed. Complete monthly reconciliation for the department accounts and analyze budget patterns and project expenditures. Use sound judgment in elevating any issues and or areas of concern to the Financial Manager. Regularly exercise administrative judgment and assume responsibility for decisions, consequences and results having an impact on people, cost and or ability of administrative infrastructure to support academic and research integration.
Collaborate with the Director and Financial Manager to cultivate, develop and support key cross-campus collaborations and strategic alliances between ACH, ACRI, JHU and JHM departments and divisions. Key facilitator in the development, planning and organizing of cross-entity and cross-department projects and as needed. Partner on collaborative projects involving multiple experts from two or more entities to achieve economies of scale or optimal functioning that may include sponsored research portfolio and grant development, as well as, infrastructure integration (e.g. research administration and IRB). Support and facilitate organizational efforts for integration related process improvement, change management, systems redesign and solutions development. Collaborate with Financial Manager and/or Director lead in the management of:
- A database tracking submitted and awarded sponsored projects
- Research compliance for investigators leading or affiliated with JHM-ACH Projects
- Tracking IRB and IACUC
- Sponsored Contract Billing
- A database for tracking Faculty short-term and long-term sponsored research support
- Sub-contracts and Sub-grants
- Multi-Site Clinical Research
Perform other projects and duties as required.