The research enterprise at Johns Hopkins University is in constant need of qualified administrative staff (approximately 5-8 positions) with specialized knowledge and skills required to help manage the financial aspects of grants, and ensuring their adherence with increasing compliance requirements. The Research Administration Trainee Entry Level 2-year career development program, which includes full Hopkins benefits, is designed to provide the experience and training needed for new college graduates or individuals with previous work experience to begin a career in research program administration.
The primary duties and responsibilities of the job:
The Trainee will rotate through the three main offices that are involved in grants administration and management: Office of Research Administration, Sponsored Shared Services, and an individual Academic Department. The Trainee will concentrate on a particular segment in the life-cycle of an award, with limited exposure to the entire cycle. Through the performance of the various administrative tasks involved in the life-cycle of grants management - Proposal Preparation, Award Setup, grant reporting and grant close out, the Trainee will have developed working knowledge in the following:
- SAP navigation, procedures and transactions, and Business Warehouse reporting as they pertain to budget, cost/financial, HR accounting and processing, including the ability to process, review, analyze and/or approve normal sponsored transactions, i.e., P-Card purchases, travel reimbursements, e-Procurement, effort reporting, cost transfers, HR transactions.
- COEUS navigation, procedures, and transactions for proposal preparation and submission, including understanding Grants.Gov and Sub Contract process.
- Familiarity with Federal regulations including A-21, A-133, A-110 and the Federal Acquisition Regulation (FAR).
- JHU and school-specific policy and procedures related to sponsored activity.
- General knowledge of primary University sponsors, their kinds of support, policies and application processes.
- Knowledge of award set-up.
- General knowledge of grant management and account reconciliation.
- General knowledge of grant/contract payment management.
- General knowledge of research compliance regulations, training and processes.
- Knowledge of grant and contract close-out process.
- Reading and interpreting grant and contract program announcements, including federal requests for proposals (RFPs) in order to assist faculty and staff with routine and general inquiries in the proposal preparation and submission phase, e.g., electronic forms access, and website information, submission procedure, process and deadlines.
- Applying common knowledge of federal regulations and policy on research compliance, e.g., human subjects, animals, stem cell use and institutional policies on indemnification, conflict of interest, etc.
- Coordinate a variety of activities and provide administrative support related to sponsored projects in the department from pre-award/proposal submission to close-out phase.
- Verifying that all required processes have been met, files are properly assembled for review and are complete.
- Maintaining proposal and award information in databases supporting this process such as the JHU Sponsored Research Administration (University-wide) database (Coeus).
- Maintain and monitor budget transactions, pay invoices, submit check requests, submit and process ISRs.
- Develop and maintain spreadsheet tools, templates, etc. for providing effective management and financial information.
- Generate financial and administrative reports; compile and report on proposal, award and expenditure data for research and other sponsored programs.
- Identify general trends and variances.
- Work with the various University business offices, HR offices, and Controller's office to establish the Department/Center financially and administratively.
- Assist with processing purchases and administrative requests within the overall budgets and financial plans outlined by the Principle Investigator.
- Assist department administrators in managing their sponsored accounts throughout the award lifecycle; perform various procedures on sponsored awards to monitor and maintain cost compliance with applicable regulations and award terms; perform the set-up of sponsored accounts in the accounting system in order to provide the necessary accounting, reporting and controls.
- Assist with implementing accounting and budgetary controls consistent with government agency needs and JHU policies.
- On occasion, assist the department administrator with facilities management(including space and renovations).