Grants & Contracts Manager - Baltimore, United States - Johns Hopkins University

Description

We are seeking a Grants & Contracts Manager to support the Institute of NanoBioTechnology within the Whiting School of Engineering.

The Grants & Contracts Manager is responsible for all activities related to the sponsored projects within a department, center and/or division. Will oversee the pre-award, post-award and closeout activities for a variety of grants/contracts, with varying levels of complexity. This role also manages a staff of two or more professional and para-professional level positions. The Manager serves as first point of contact and resource guide for department faculty and analysts for the planning and development of budgets for submission with grant packages to various federal agencies, private agencies, foundations, and commercial contract proposals. This includes providing instruction on protocol, regulations, and guidelines pertinent to the agency/or university.

This will be a fast-paced, multi-tasking, and visible position that oversees a dynamic team of financial staff that work in conjunction with academic, communications, and programmatic staff who work to provide support to the faculty, students, and programs of the institute. This position will include extensive internal and external interaction with faculty, staff, students, and other collaborators of INBT through phone, e-mail, other written correspondence and face-to-face interaction. The position is expected to maintain a high degree of professionalism and trust and must be able to prioritize and multitask based on changing needs and deadlines. Inter- and intra-office communication and teamwork skills are critical.

Job Scope/Complexity: Will provide broad/in-depth guidance on protocols, regulations and guidelines to PI and other scientific/research professionals, both within the University and with other associated research/administrative professionals outside of the University. This position offers guidance and learning support to Grants & Contracts Analysts, Specialists and Coordinators within the department. Works closely with faculty and staff on complex awards and submissions; provides ongoing staff training; disseminates information on new regulations and compliance rules; provides quarterly and annual sponsored funding reports as needed to department, center and/or division leadership as required. Will act as the final point of contact for the department, center, and/or division with faculty, grants, and sponsored research staff.

Types of sponsored awards for which the position is responsible: This position works independently on a variety of complex level grants/contracts, including those from NIH, NSF, DOD and NASA. These grants, contracts and awards may involve highly detailed budgets, multiple projects, Cores and Subawards, Investigator-initiated, Consortium and New Center, Dept. of Defense grants, higher complexity Foundation grants and pharmaceutical company clinical trials. Will also provide direction and assistance to Analysts with details related to Subawards from other institutions on their federal pass-through grants. May also work directly with management of non-sponsored funds, including general funds and gifts, on a limited basis.

Primary Duties and Responsibilities:

• Serve as department/division liaison for Departmental Sponsored Projects Office, Office of Research Administration and University Shared Services.
• Partner with and act as final point of contact with departmental faculty and/or budgetary staff and the Office of Research Administration toward the planning and development of application submissions to various federal offices, private agencies/foundations, and commercial companies.
  
• Responsible for departmental pre-review of complex proposals.
  
• Manage process of final grant package presentation and approval with the Office of Research Administration.
  
• Responsible for the timely preparation of proposal budget for Principal Investigator Review.
  
• Revise and advise on approved budget changes to awarded grants/contracts.
  
• Manage the sponsored portfolios of various departmental faculty.
  
• Develop and oversee the maintenance of budget monitoring systems for JHU departmental funds. Review SAP reports, analyze variances and take appropriate action.
  
• Manage internal sponsored audits and the development of an account reconciliation system for sponsored accounts.
  
• Develop reports for forecasting and trending of expenditures of awards.
  
• Manage the process for delivering the technical and financial reports for private and government sponsors.
  
• Provide on-going guidance, facilitation & expertise to faculty in their grant pursuit efforts by providing analysis of all grant and contract applications.
  
• 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.
  
• Maintain ongoing updates and communications related to current grants and contracts, this includes regular auditing and reporting to principal investigators on financial status of grants, contracts, and discretionary accounts. Also provide relevant updates and reports to departmental leadership, as needed.
• Provide regular reporting to principal investigators on the financial status of grants, contracts, and discretionary accounts. Assist with closeout of grants and contracts.
• Ensure that related post-award processes are coordinated appropriately by members of the grants & contracts team, including award setup, review, account setup verification, and ensuring that staff is set up appropriately.
• Ensure that post-award responsibilities are completed, including budget distribution, account reconciliation, e-form setup, effort reporting, cost transfers, paying invoices and paperwork finalization related to subcontract setup.
• Oversee and direct all aspects of complex award management activities and provide oversight to other members of the grants & contracts team, including monitoring and managing accounts, audits, evaluations, and reporting.
• Provide information and direct assistance required to complete contract and grant closeouts, as needed. Ensure that all closeouts handled by other members of the grants & contracts team have been handled appropriately.
• Ensure compliance in all other areas related to grant and contract management, including compliance registrations, safety and environmental health issues, internal protocols, conflicts of interest, etc.
• Manage the performance and efficiency of other members of the departmental grants and contracts team.

Special knowledge, skills, and abilities:

• Knowledge of accounting and budgeting theory and practices required. Thorough knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.
  
• Ability to make independent judgments and to act on decisions daily.
  
• Proven ability to provide leadership, management, and training to the sponsored research team.
  
• Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
  
• Thorough knowledge of external Federal guidelines/procedures for grants and contracts, including NIH, NSF, DOD and NASA.
  
• Strong communication skills are required as well as tact and discretion. Maintain strict confidentiality of payroll/personnel and budget information.
  
• Knowledge of Excel, Access, and Word.
  
• Knowledge of JHU on-line systems for budgets, purchasing and accounting preferred.
  

Supervisory responsibility (indicate the number and type of persons supervised by incumbent): 2 Sr. Grants & Contracts Analysts, 1 Grants & Contracts Analyst and 1 Budget Analyst

Budget authority (indicate dollar amount of budget managed and type/level of authority): $3.1M non-sponsored and $17.5M in sponsored expenditures (FY23)

• Bachelor's degree
• Five years of related experience in sponsored research and/or financial positions, preferably in an academic or medical setting. Two of those years must include working in a lead or supervisory capacity with extensive supervisory responsibilities or high level, direct involvement in JHU grants and contracts leadership development training projects, serving as a recognized subject matter expert.
• Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.*
• Successful completion of the Research Administration Training Program (15 months) is equivalent to two years of relevant experience for this position. If an employee does not successfully complete the program, no additional experience will be applied.
  

JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits 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.

Classified Title: Grants & Contracts Manager
Role/Level/Range: ATP/04/PE
Starting Salary Range: $72,600 - $127,000 Annually (Commensurate with experience)
Employee group: Full Time
Schedule: 37.5 hrs/wk, M-F
Exempt Status:Exempt
Location:Hybrid/Homewood Campus
Department name: Institute for NanoBioTechnology
Personnel area: Whiting School of Engineering