This position will coordinate pre/post-award activities related to sponsored projects in the Department of Medicine with special emphasis on clinical trials and industry-sponsored research. This position reports directly to the Associate Administrator for Sponsored Research to ensure smooth and efficient functioning for the department as a unit. This position will act as the final point of contact with departmental faculty and sponsored/budgetary staff relating to pre- and post-award activity including grant/contract applications and post-award administration of sponsored accounts.
Specific Duties & Responsibilities
SPONSORED PROJECTS – PRE-AWARD
Manage pre-award activities and processes for sponsored projects in the Department of Medicine.
Review sponsored research applications and Coeus PDs for the Department of Medicine for accuracy and compliance prior to submission to the Office of Research Administration.
Communicate with faculty and staff to provide instruction, assistance and guidance in grant preparation and interpretation of sponsor guidelines.
Verify compliance with sponsoring organizations’ guidelines, as well as with relevant University policies and procedures. Assist divisional staff and/or Principal Investigators in completion of required information.
Review budget and budget justification for accuracy and appropriateness. Compare budget detail to budget justification for consistency. Ensure appropriate F&A rates are assigned.
Review relevant sections of application to ensure compliance with sponsor guidelines. Crosscheck sections of the application against information presented in budget, when appropriate.
Assure IRB and Animal protocol numbers are valid.
Provide the groundwork for subcontract negotiations, including review for Hopkins-friendly contract language prototypes, and even mathematical corrections to subcontract proposals from other institutions.
Coordinate submission of large grant proposals ensuring that all applicable direct and indirect cost rates have been applied.
Responsible for tracking proposals and other documentation through signature/approval processes.
Maintain departmental grants database system for tracking active and pending awards by fiscal year, department, division, and/or individual investigator.
Facilitate and/or produce specialized sponsored projects reports utilizing institutional or departmental systems (i.e. Coeus, BW, etc.) for various faculty, Directors, Administrators, and Chairman.
Occasionally assist in pre-award coverage for Department of Medicine divisions, as directed.
SPONSORED PROJECTS - POST-AWARD
Responsible for reviewing all sponsored awards forwarded to the Chairman’s Office. Review is based on accuracy, content, adherence to institutional, government, and other sponsor guidelines.
Work cooperatively with Research Administration and Sponsored Projects Shared Services to ensure grant accounts are established in a timely and accurate fashion.
Prepare monthly variance reports on research actual results verses budget.
Work with Divisions in the Department to identify reasons for variances and resolve balances on research accounts on a monthly basis.
Create systems to provide internal support to ensure knowledge and improvement in post-award management within the Divisions.
Serve as a liaison with Research Administration, SOM Business Office, and Shared Services. Monitor the Sponsored Compliance Dashboards for issues related to cost transfers, deficit balances, Financial Status Reports, and Effort reporting. Work with Divisions and Shared Services to address issues related to Sponsored Compliance.
Assist in post-award coverage for Department of Medicine divisions.
Responsible for developing and conducting sponsored research training sessions for divisional faculty and staff on pre- and post-award management of clinical trials and industry-sponsored research.
Create and implement plans and strategies to increase divisional knowledge of pre- and post-award procedures. Evaluate current levels of divisional support and create systems to provide internal support to ensure knowledge and improvement in pre- and post-award activities of clinical trials and industry-sponsored research.
Manages a sponsored research related processes for clinical trials and industry-sponsored research for the Department.
Internal: Department of Medicine Administration, Dean’s Office, Research Administration, Business Office, Shared Services, Equipment and Space Accounting, other departments and divisions in the School of Medicine and JHH.
External: Affiliated hospitals, private and government agencies granting research funds (e.g., NIH, Foundations, and Private Drug Companies) and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, contractors).
Minimum Qualifications (Required)
Bachelors degree required.
Five (5) 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: 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. *
Successful completion of the RAT program (13-15 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.
Special Knowledge, Skills, and Abilities
Knowledge of sponsored research administration, accounting, and budgeting theory and practices. Thorough knowledge and understanding of the Johns Hopkins University accounting system and sponsored research processes. Specific knowledge of the operation of the Division and Department and COEUS experience preferred.
Ability to make independent judgements and to act on decisions on a daily basis. Ability to work for long periods of time without supervision.
Ability to prioritize own work. Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
Very strong organizational skills, analytical and problem solving abilities, and attention to detail.
Ability to maintain confidentiality.
Strong interpersonal and communication skills, both oral and written. Ability to effectively interact with all levels of University and Hospital employees as well as outside contacts. Ability to clarify, interpret, and disseminate information to a wide audience of varying skill levels.
Classified Title: Grants & Contracts Manager Working Title: Grants & Contracts Manager Role/Level/Range: ATP/04/PE Starting Salary Range: up to $95,000 (Commensurate with Experience) Employee group: Full Time Schedule: Monday - Friday, 8:30 am - 5:00 pm / 37.5 hrs per week Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department name: 10002799-SOM DOM General Admin Chairmans Offf Personnel area: School of Medicine
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