As a member of the Grants Team in the School of Medicine Office of Research Administration (ORA), the Grants Specialist assists the Grants team with pre- and post-award management: federal and non-federal grants workflow and serves as the ORA liaison to ORIS on research information systems issues.
Specific Duties & Responsibilities
Pre Award Management:
Create COEUS Proposal Development records for proposals submitted by Interdepartmental Deans within the School of Medicine.
Potential to assist the Sr. Grants Specialist with simple Just-In-Time requests.
Potential to assist the Sr. Grants Specialist with approving department RPPR and other simple PD’s.
Support Assistant Director of Grants and Grants Associates on special projects, as assigned. Post Award Management:
Primary liaison for Oculus awards uploads of federal and non-federal grants workflow.
Examine grant award notices received from JHURA and SOM Grants team to ensure completeness and accuracy and confirm PI’s have completed relevant trainings. Compile award notices with any necessary backup documentation to create and upload a PDF file into the appropriate Oculus profile and forward to SPSS to set up or update the account.
Monitor oculus work flow to confirm SPSS receipt of award documents. Resubmit, if necessary. Act as the point of contact for questions from SPSS about missing documents and inquiries about Coeus award document information and corresponding documents in Oculus.
Create and maintain excel spreadsheets for essential award statistics (all electronic awards processed, all other awards scanned, awards purged from Oculus w/brief descriptions of why).
Determine which awards will include outgoing subawards and forwarding copies of the award notices to the Outgoing Subawards team.
Communicate with department faculty and staff to resolve proposal and award workflow issues, such as whether an award has been scanned to SPSS, how to find the account information, etc.
Assists Sr. Grants Specialist with the federal closeout process, including, but not limited to: review and verification with JHTV Inventory Specialists of department- and PI-submitted Final Invention Statements, ensuring timely submission.
Update the IPN record of pending proposals that sponsor confirms have not been funded. Research Information Systems Liaison:
Represent ORA in research IT systems meetings.
Respond to data entry issues regarding Research Projects Administration (RPA) and Coeus database.
Act as liaison in sustaining accuracy in Coeus database.
Serves as an additional account administrator for eRACommons.
Determine whether applicants/employees may be granted access to Electronic Research Administration Commons (eRA Commons).
Acts as backup to Sponsored Projects Assistant during absences for eRA Commons account creation, office calendar updates and room scheduling.
High school diploma/GED required.
Five (5) years of administrative experience required, prefer that one year is in a sponsored research environment.
Additional education may substitute for required experience to the extent permitted by the 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. *
Bachelor's degree preferred
Special Knowledge, Skills, and Abilities
Experience with budget/pre-award process, a plus.
Must be detail-oriented, well organized, and able to handle multiple projects in a deadline driven team environment. Expert knowledge of Excel.
Must demonstrate excellent verbal and written communication skills.
Experience with Coeus and SAP software a plus.
Classified Title: Sponsored Projects Specialist Working Title: Grants Specialist Role/Level/Range: ATO 40/E/03/OF Starting Hourly Pay Rate Range: $19.82 - $27.27 /Commensurate with Experience Employee group: Full Time Schedule: 8:30 am - 5:00 p.m. / Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002692-SOM Admin Res Sponsored Projects Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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