Grants & Contract Coordinator

2 weeks ago

Baltimore, United States Johns Hopkins University Full time

The Department of Psychiatry and Behavioral Sciences is seeking a Grants & Contracts Coordinator to provide dedicated para-professional level sponsored funds support for more than 80% of the time with specific responsibility for pre-award and post-award functions that includes, but may not be limited to assisting with proposal preparation, budget preparation, account reconciliation, billing/invoicing, standard report writing, and close-out procedures. While this role may assist with some aspects of non-sponsored funds (general funds and gifts), the primary goal of this position is to support the timely, effective, and efficient functioning of sponsored funding. This is a non-exempt position.

Job Scope/Complexity

  • This position is the first tier within the Grants & Contracts position hierarchy, providing administrative support and limited financial coordination related to the grants management process.
  • Employees in this role function under the direct supervision of a more senior member within the research function and receive guidance from higher-level personnel related to the pre-award and post-award process.

Types of Sponsored Awards for which the position is responsible

  • This position assists with pre- and post-award support responsibilities for simple to moderately complex grants/contracts, including those from NIH. These grants, contracts, and awards may involve moderate budgets, Foundation grants, and Sub-awards from other institutions on their federal pass-through grants.

Specific Duties & Responsibilities

  • Partner with members of the departmental Grants & Contract team to provide administrative and general financial support to assist with the planning and development of application submissions to various federal offices, private agencies/foundations, and commercial companies.
  • May interface with members of the Budget team and representatives from ORA, under the guidance of more senior members on the departmental research team.
  • Work toward understanding of institutional policies for pre-award grant process and sponsor guidelines.
  • Assist with review of sponsored project proposals for assigned grants of basic complexity, prior to them being finalized by more senior members of the Grants & Contracts team.
  • Review process involves verifying accuracy, content, and adherence to all relevant internal and external guidelines.
  • Provide preparation assistance and support related to grant application procedures, at the direction of the Sr. Grants and Contracts Analyst and/or Grants and Contracts Manager.
  • Serve as liaison between research units, central offices, and funding agencies to gather data related to grant completion and on-going grant/contract management.
  • Review budgets and related justification for appropriateness and completeness of content. Verify applicable and indirect costs have been applied. Involves more senior members of the research team for direction, as needed.
  • Ensure compliance in all other areas related to grant and contract management, including sponsoring organization guidelines, internal protocols, accurate protocol information within grant documents, conflicts of interest, etc.
  • Coordinate related details for all assigned grant submissions to ensure timeliness and accuracy.
  • Maintain ongoing updates and communications related to current grants and contracts, this includes regular auditing and reporting to principal investigators and research management.
  • Assist with general administrative support of grant closeouts as needed.
  • Assist with award setup details, after grant number is assigned.
  • Support all relevant post-award responsibilities, as requested by senior members of the grants & contracts team, including account reconciliation, effort reporting, cost transfers, paying invoices, closeouts and related faculty support.

Budget authority

  • Manage $4 million portfolio with direct oversight from senior grants/contracts personnel.
Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Three years administrative/budgeting experience.
  • Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
  • General knowledge of accounting and budgeting theory and practices required.
  • General knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.
  • Ability to understand when additional direction/expertise is needed on matters of complexity. Able to make decisions on a daily basis, within pre-determined guidelines and parameters.
  • Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
  • General understanding of external Federal Guidelines and procedures regarding grants and contracts.

Classified Title: Grants & Contracts Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $18.00 - $33.50 HRLY ($45,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30-5
Exempt Status:Non-Exempt
Location:Remote
Department name: SOM Psy Affect Disorders and Psych Genet
Personnel area: School of Medicine

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