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. This 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.
Responsibilities will include:
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.
Level of involvement will vary by Institute and Core needs, will be held accountable for the responsibilities that follows.
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.
Bachelor's degree required. Requires a minimum of four years of related experience in sponsored research and/or financial positions, preferably in an academic or medical setting. Additional experience may substitute for education, and additional education may substitute for experience, to the extent permitted by the JHU equivalency formula. Additional related experience may substitute for some education. Additional graduate level education may substitute for some experience. Advanced knowledge in the use of financial software applications, databases, spreadsheets, and/or word processing required. Additional research/clinical research related certifications a plus. Some travel will be required.
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.
Special skills and knowledge:
Strong working knowledge of clinical research is a plus.
Proficiency in Coeus, SAP, eIRB, eRA Commons, ClinicalTrials.gov, SKCCC Research Protocol Library, and CRMS.
Completion of or in the process of completing The Johns Hopkins University Research Administration Training Program for Existing Employees (RATPack).
Prior experience with managing research studies including enrollment, compliance and accurate costing of patient related research study expenses.
Experience with SOM ORA (East Baltimore and Fells Point), Shared Services- Financial Reporting and Purchasing AP and AR.
Knowledge of and experience with contracts and grant cooperative agreement terms and conditions, administrative rules, cost principals and regulations under OMB guidelines required.
Knowledge of US Government and private cost principles as well as grants and contracts management required.
Knowledge of accounting and budgeting theory and practices required.
Very strong organizational, interpersonal and communication (oral and written) skills, analytical and problem solving abilities and attention to detail required.
Ability to maintain confidentiality.
Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines required.
Demonstrated ability to coordinate projects independently and work constructively as part of a team required.
Must be proficient in the use of Microsoft Excel, Word, PowerPoint, and the internet.
Strong interpersonal and communication skills, both oral and written required.
Ability to make independent judgments and to act on decisions on a daily basis required.
Ability to work for periods of time without immediate direction required.
Ability to prioritize own working as well as being an active team participant.
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 Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.