Grants & Contracts Specialist
Johns Hopkins University

Baltimore, Maryland

Posted in Education and Training

This job has expired.

Job Info

Grants & Contracts Specialist
The Division of Rheumatology is seeking a Grants & Contracts Specialist who will provide entry level professional sponsored funds management with specific responsibility for pre-award and post-award functions that include, but may not be limited to: proposal preparation, budget development, account maintenance and oversight, billing/invoicing, reporting, and closeout. This role may manage less complex grants through the submission stage, with necessary oversight and direction. While this role may assist with some aspects of non-sponsored funds (general funds and gifts), but the primary goal of this position is to support the timely, effective and efficient functioning of sponsored funding.

Job Scope/Complexity:

  • Employees in this role function independently when working on less complex grants and contracts responsibilities, including those for internal grants and foundations.
  • General proficiency with grant/contract preparation and management is expected.
  • The Specialist has some involvement with more complex grant management, under the direction and oversight of a more senior member within the research function.

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, NSF, DOD and NASA.
  • These grants, contracts and awards may involve moderate budgets, Foundation grants and Subawards from other institutions on their federal pass-through grant.

Specific Duties & Responsibilities:
  • Track documents from creation to payment and trouble shoot any problems that may occur.
  • Ensure completeness and accuracy of documentation for compliance with University and/or agency regulations and restrictions.
  • Process shopping carts in SAP and related goods receipt.
  • Assist with identifying over-expenditures, advise and assist with resolution.
  • Submit cost transfers at the direction of the Sr. Grants and Contracts Analyst and/or Grants and Contracts Manager.
  • Review carefully selected travel expense reports, online payments, and/or shopping carts charged to sponsored projects for compliance with both sponsor policies and the grants' ability to support the expense.
  • Attend finance and research trainings/meetings to stay updated on changes in internal and external policies and procedures.
  • Review budgets and related justification for appropriateness and completeness of content. Ensures that all applicable and indirect costs have been applied. Involves more senior members of the research team for direction, as needed.
  • Maintain ongoing updates and communications related to current grants and contracts, this includes regular auditing and reporting to principal investigators and research management. May assist with account closeouts as needed.
  • Attend quarterly budget meetings with Senior Budget Analysts and assigned faculty.
  • Assist with award setup details, after grant number is assigned.
  • Assist with functions of annual progress reports, including the collection of faculty other support, assessment of annualized calendar month support, and the application of administrative areas in the report.
  • 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.
  • Process subaward checklists, complete data entry into the SWIFT system and monitor subaward agreements thru execution.
  • Follow up with subgrant institutions whom are delinquent in their annual reporting and invoicing.
  • Assist with ongoing subaward post-award compliance, including facilitating the PI checklist, completing the goods receipt, monitoring the subaward invoice payment, and upload of documents into Knowledge Lake.
  • Develop and generate SAP/BW financial reports. Maintain appropriate financial records and files.
  • Provide back-up coordination function for all internal approval documents (Travel Requests, ABA, RBA, etc.) including budgetary assistance, routing, tracking, and monitoring.
  • Review, reconcile, and monitor specified accounts' expenditures/revenues, gather and verify backup documentation. Identifies and resolves expenditure transaction issues.
  • Reconcile and verify telephone charges, email charges, cell phone reimbursements, and student employee hours.
  • Serve as budget administrator for procurement card verifier. Assure maintenance of mandatory documentation to support expenditures for audit purposes.
  • Assist in the development of grant proposal budgets and grant applications.
  • Back-up other team members during absences as needed.
  • Other duties as assigned.

Minimum Qualifications (Mandatory):
  • Bachelor's Degree required.
  • Minimum of one (1) year of Financial/Budgeting experience required.
  • Additional education may substitute for required experience and additional related experience may substitute for required educations, to the extent permitted by the JHU equivalency formula.*

* 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 the required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

** Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Special Knowledge, Skills & Abilities:
  • Must adhere to guidelines regarding honest reporting of sensitive and confidential research and participant information.
  • Understands the importance/impact of data integrity in terms of participants, study results, costs, quality of service and scientific research in general.
  • Regular contact with researchers and collaborators requires the use of good judgment, tact and sensitivity.
  • Excellent organizational and time management skills required.
  • Excellent interpersonal skills.
  • Excellent oral and written communication skills required.
  • Excellent attention to detail.
  • Ability to manage multiple and competing priorities.
  • Proficiency in the use of standard software applications, databases, spreadsheets and word processing required.

Physical Requirements:
  • Sitting in normal seated position for extended periods of time.
  • Ability to use a keyboard and move about.
  • Ability to see and hear within normal parameters.

Classified Title: Grants & Contracts Specialist
Role/Level/Range: ATP/03/PB
Starting Salary Range: $43,970 - $60,390 annually (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: Telecommute
Department name: SOM DOM Bay Rheumatology
Personnel area: School of Medicine

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at For TTY users, call via Maryland Relay or dial 711.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit and all other JHU applicants should visit

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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