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Grants & Contracts Coordinator

Johns Hopkins University
Baltimore County, Maryland
Closing date
Oct 7, 2021

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Position Type
Full Time
Organization Type
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General summary/purpose:
The primary goal of this position is to support faculty, students, and department administration in a timely, effective and efficient way with 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, compliance and closeout. S/he will also assist the Department Administration with financial activities involving general funds, gift accounts, travel reimbursements, processing accounts payable transactions, and performing basic monthly reconciliation of accounts.
Specific duties & responsibilities:
Grant Administration - (60%).
- Submit grant proposals through COEUS and Fastlane
- Assist with the development of budgets for research grants and contracts as needed
- As required verify compliance with protocols with IRB
- Meet with students prior to field research to review completion and submission of expense logs, receipts, and reimbursement policies
- Attend Research Administration meetings to remain knowledgeable on relevant sponsored project issues and changes
- Trend and forecast funding sources to determine availability of funds for support of expenditures and make recommendations for alternative sources of support when funds are not available
- Discuss any shortfalls with the PI or Department Administrator
- Assist with gathering supporting documentation for proposal submission, i.e. CVs, current and pending, certifications, and other agency required documents
- Review sponsored application program announcement to ensure that all deadlines are met and that all documentation is formatted as required
- Upon award, assist with expense planning and complete budget line item distribution and file set up
- Stay updated on policies, procedures and governmental regulations that apply to sponsored applications to ensure compliance
- Complete monthly sponsored programs account reconciliation. Provide monthly reports to principal investigators and meet with PIs and Department Administrator on a regular basis to discuss financial status of sponsored projects.
- Coordinate, monitor and submit all progress reports and assist with grant closeout, such as ensuring the timely submission of the financial report
Financial Administration - (25%)
• Ensure timely processing of invoices, check requests, travel expense reimbursements, petty cash, etc.
• Manage and reconcile the department Pcard
- Obtain and submit required documentation. Work with faculty and staff to properly allocate expenses
- Initiate SAP transactions within all modules, AP, Supply Chain, HR/Payroll, Finance, Sponsored and Analysis
- Manage financial processes to ensure accuracy and completion and maintenance of supporting documentation
- Track documents from creation to closeout, trouble shoot any problems that may occur
- Serve as point of contact for questions regarding financial policy and procedure
- Complete monthly account reconciliation; monitor and report financial status of non-sponsored accounts
- Process payroll E-forms and non-payroll cost transfers to allocate expenses to appropriate accounts
- Prepare and process electronic budgets, budget changes, and expenditure transfers
- Prepare various paper and electronic forms such as journal vouchers, check deposits, and shopping carts
- Assure maintenance of mandatory documentation to support expenditures for audit purposes
- Assist the Department Administrator with Department Graduate Aid transactions as needed
- Assist with initiation and facilitation of student payroll and research awards
- Assist with verification, monitoring, and processing student and prospective student recruits with conference and travel reimbursements
Administrative Support/Other - (15%)
- Anthropology is a small office, with three staff members
- This position requires cross training, flexibility, and willingness to collaborate, support, and assist coworkers to overlap and fulfill department demands
- Perform other duties as assigned
Minimum qualifications (mandatory):
- High School Diploma/GED
- Three (3) years of related administrative and/or budget experience
- Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.
- 30 Undergraduate degree credits (semester hours) may substitute for one year of experience. 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.
Preferred qualifications:
- Bachelor's degree in accounting, business or related field
- Work experience in a research, academic or university environment, and knowledge of SAP
- Proficiency in COEUS and JAWS/SWIFT
- Proficiency in all Microsoft Office applications
- Knowledge of external Federal guidelines/procedures for grants and contracts, including NIH and NSF
Special knowledge, skills, and abilities:
- Ability to quickly learn various computer-based applications and data analysis tools
- Strong analytical/problem solving skills
- Excellent written and oral skills and the ability to communicate effectively
- Able to work independently under minimal supervision
- Ability to multi-task and maintain attention to detail
- Strong organizational skills, analytical and problem-solving abilities
- Work constructively as part of a team
Classified Title: Grants & Contracts Coordinator
Working Title: Grants & Contracts Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.42 to $23.95; Commensurate with Experience
Employee group: Full Time
Schedule: 37.5
Exempt Status: Non-Exempt
Location: 01-MD:Homewood Campus
Department name: 10001351-Anthropology
Personnel area: School of Arts & Sciences
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.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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.
Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.
EEO is the Law
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Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.
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