General Description Department: Office of the Dean
Monday - Friday 8:30 a.m. to 5:00 p.m. 37.5 hrs
The integration of All Children's Hospital into JHM/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). Must be able to work independently, meet aggressive deadlines, innovative and be flexible in adjusting priorities and timelines to meet changing deadlines while managing multiple duties/projects simultaneously for both sponsored and non-sponsored accounts. Some travel will be required.
Responsibilities include but not limited to:
Partner with ACRI in the development of accurate and sound grant/contract budgets that may include but not limited to salaries, benefits, research expenses, student expenses, tuition expenses, sub-contracts, equipments, patient care/costs, start up costs, IRB costs, maintenance costs and other expenses as deemed appropriate.
Extensive involvement and ownership for the detailed administrative review on grant and contract proposals. Including but not limited to assistance with the completion of the administrative portions of the grant/contract package as needed.
Provide guidance and recommendations on compliance with applicable grant terms and conditions. If necessary, contact the appropriate content expert for guidance and or interpretation.
Communication with funding agencies and/or private companies in order to confirm or clarify grant/contract submission requirements. Assist Principal Investigators in completion of required information.
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.
Maintain an accurate workflow journal/database detailing grant/contract process dates and submission dates.
On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and /or quality of service within their division.
Key focus on customer service, timely communication and meeting deadlines. Ability to work within fixed deadlines and manage multi-task high volume of complex workload requirements.
Assures IRB and animal protocol approval is current and appropriate human subject compliance training has been completed by key personnel.
Coordinates submission of large multi-center clinical trials, standard sponsored grants, specialized fellowships, research contract and/or research clinical trials ensuring that all applicable direct and indirect cost rates are applied. Organizational management of grant files - hard copy and electronic in accordance with departmental and university policy. Partner with the Financial Manager to develop a tracking system for pending and active grant proposals for the department.
Key player in the post-award process including but not limited to allocation of budgets, coordinating the timely and accurate set up of payroll and grant guidelines, processing journal entries and cost transfers as needed, KB15N transactions, reconciling reports, research related payroll and financial data. Facilitate and or produce specialized sponsored research/project reports utilizing institutional and or departmental systems (Access, Excel, Coeus, SAP, Analysis, eIRB, etc.) for various Faculty, Institute/Core Directors, senior management and/or the Associate Dean. Provide guidance and oversight that the grant/contract funds are in compliance with University and award/contractual guidelines. Including recommendations to ensure all sponsored awards are reconciled and balanced without a surplus or deficient balance. Key contact for Shared Services Sponsored Project as part of the grant/contract fiscal reporting processes - annual and final, including the grant/contract closeout and Financial Status Reporting process Working knowledge of costs and accounting for service centers. Complete assigned financial/operations reports/updates and designated by the Financial Manager and/or Director for senior management meetings. Key contributor in the annual budgeting process in the providing of research salary and support information. Including the accurate allocation of research salary for the year end and new year payroll deadlines. Work with the Financial Manager to ensure that all research salary support for faculty and staff is cleared from the departmental default account monthly. Provides monthly, periodic and or ad-hoc financial reporting as requested by the Financial Manager and/or Director for Faculty, Institute/Core Directors, senior management and/or the Associate Dean. Ensures proper management of all sponsored awards, by insuring all financial transactions agree with GAAP, NIH Grants Policy Statement, FDP, OMB, CAS, and University or Hospital policies. Proactive interaction with the ACRI, SOM Divisional Research Administration, Sponsored Program Shared Shares, and SOM Divisional Business Office to resolve errors and discrepancies. In addition, remains abreast and communicates notable sponsored programs regulation changes. Interacts with designated sponsor representatives to clarify ambivalent or ambiguous contract terms and conditions, request supplemental funding, request no-cost extension, and other administrative requests. Facilitates communication between the ACRI administrative/faculty contacts for timely billings of sponsored research and receipt of payments Participate as needed in timely review of effort reports and payroll prior to release to faculty for signoff. Department Administrative and Financial Responsibilities:
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. Backup responsibility for the 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. Partner with the Financial Manager to reconcile payroll monthly.
Completes special assignments/projects as assigned. On-going participation in workflow development and retooling. Attends and participates in team, 1-on-1 meetings and other department meetings as requested. Attend at least two professional/skill development courses a fiscal year.