General Description Department: Department of Medicine - Division of Infectious Diseases Work Schedule/Hours: Monday-Friday/8:30-5:00pm/37.5 Hours per week
This position works with faculty within the division of Infectious Diseases to support Pre and Post Grant Award activities. The primary goal of this position is to ensure timely, effective, and efficient functioning of sponsored submissions and funding. Position reports to Pre- Award Research Service Manager.
Duties and Responsibilities:
Submit and coordinate submission of grant proposals, including developing budgets with the PI and collecting the required documents.* Confirms that submissions adhere to institutional, governmental, and other sponsor guidelines and ensures that all applicable direct and indirect cost rates have been applied. Responsible for reviewing and approving sponsored project proposals, budgets, and reports forwarded from subordinate research or financial staff. * Review is based upon accuracy, content, and adherence to institutional, governmental and other sponsor guidelines. Verify compliance with sponsoring organizations' guidelines, as well as with relevant University policies and procedures.* Assist PI in completion of required information.* Review grant and contract proposals, and provide guidance to faculty, Principal Investigator's, Co-PIs, post-doctoral fellows and related staff in the interpretation and implications of applicable grant terms and conditions to ensure effective, accurate and timely grant proposal development; review all sponsored research documentation through the signature/approval processes to ensure deadlines are met.* Prepare budget justifications/allocations in collaboration with PI, for sponsored funding proposals; use appropriate cost rates, such as indirect and benefit rates for proposed budgets; review budget justification to ensure it relates to proposal budgeted dollars.* Advise faculty on level of effort and compliance issues.* Work with investigators and budgetary staff to improve phrasing or presentation Responsible for coordination of large grant proposals, reviewing and approving all sponsored budgets, budget justifications, and other required administrative data. Provide the groundwork for subcontract negotiations, including review for Hopkins-friendly contract language prototypes, and even mathematical corrections to subcontract proposals from other institutions Verify faculty compliance with institutional IRB, IACUC, and other biosafety approvals.* Ensure IRB protocol numbers are valid and appropriate human subjects compliance training has been completed by key personnel.* Ensure animal protocol numbers are valid.* Notify and assist faculty when protocols are terminated or require review/approval. Responsible for tracking proposals and other documentation through signature/approval processes Design and implement web-based sponsored project application templates (e.g. NIH, Clinician Scientists, etc.) for use by faculty and staff Provide pre-award coverage on an as-needed basis depending on availability Responsible for setting up awards in division after grant number is assigned, including reviewing award, verifying award set-up, and setting up personnel.* Other responsibilities may include distributing budgets, setting up e-forms, and coordinating paperwork to set up subcontracts. Monitor and manage accounts based on the complexity of the grant, sub awards, contracts - e.g., frequency, detailed sponsor, government, JHU, audits and evaluations - some agencies or sponsors require more reporting and frequency of reporting which adds to the complexity Advise faculty and staff on changes in sponsored research policies Responsible for ensuring that the faculty and staff submit their effort and make necessary transfers to the appropriate funding sources Responsible for account reconciliation process for selected faculty (e.g. prepare detailed budget reports on a monthly basis to review accounts, etc.)* Check revenue, expenses and encumbrances for salaries. Prepare and approve electronic budgets, budget changes, and expenditure transfers.* Prepare and approve various paper and electronic forms such as journal vouchers, check deposits, and purchase orders. Responsible for oversight, monitoring, and analysis of the deficit report.* Facilitate corrections to accounts in question working across departments and school structure and outside agencies as required Design and implement system for tracking active and pending awards by fiscal year, department, division, and/or individual investigator Responsible for contract and grant closeouts such as following up with progress reports, invention reports, financial status reports, and specific documents related to training grants. i.e. statement of appointments, payback agreements, and terminations Prepare individual and divisional faculty funding analysis for review by the chairman, administrator, and assistant administrator.* This will include active and pending award totals in addition to current balances in pertinent non-sponsored accounts.* Assist with the analysis of programs, including productivity and fiscal performance, the product of which is incorporated into short and long range financial, operational, and strategic planning * Assist with fiscal year budget preparation and profiles Lead or participate in planning and coordination of special projects May provide instruction and training for faculty and staff. Responsibility to attend trainings by departmental sponsored projects, office of research administration, and Research Administrators Professionals group.
Manages 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, 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, Hopkins One, SAP etc.).
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 services centers.
Complete assigned financial/operations reports/updates designated by the Assistant Administrator for the division.
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. Monitoring to ensure salaries are not on control salary.
Ensures 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 Faculty.
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 SOM Divisional Research Administration, Sponsored Program Shred 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 administrative/faculty contracts and Accounts Receivable for timely billings of sponsored research and receipt of payments.
Timely review of effort reports and payroll prior to release to the division's for signoff.
This description is a general statement of required duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.