The Berman Institute of Bioethics is seeking a Senior Grants and Contracts Analyst who will provide dedicated professional level sponsored funds management for more than 80% of time with specific responsibility for pre-award and post-award functions that include, but may not be limited to: proposal preparation, submission, budget development, account maintenance and oversight, billing/invoicing, reporting, compliance, and closeout.
The Sr. Grants & Contracts Analyst works independently on a variety of grants/contracts that range from simple to moderately complex. While this role may assist with some aspects of non-sponsored funds, the primary goal of this position is to ensure timely, effective and efficient functioning of sponsored funding. This is an exempt position.
Will work independently the majority of the time, with support from Principal Investigator (PI) and/or senior/management level grants & contract professionals on increasingly more complex grants/contracts.
Will provide standard professional administrative level guidance on protocols, regulations and guidelines to PI and other scientific/research professionals within the department.
May interact with external research/administrative professionals.
Types of Sponsored Awards for Which the Position is Responsible:
This role functions at an intermediate level, with responsibility for independent management of simple to moderately complex grants/contracts, including those from NIH, NSF, DOD and NASA.
These grants, contracts and awards may involve detailed budgets, subawards and special instructions in RFA, career awards, training awards, multi-project grants, complex Foundation grants, subawards from other institutions on their federal pass-through grants and Pharmaceutical company clinical trials.
Specific Duties & Responsibilities:
Will provide broad/in-depth professional administrative level 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.
This role may serve as the lead Grants & Contracts position, in departments where a Grants & Contracts Manager doesn't exist.
This position works independently on a variety of complex level grants/contracts
These grants, contracts and awards may involve highly detailed budgets, multiple projects, and sub-awards.
Will also provide direction and assistance to Analysts with details related to sub-awards from other institutions on their federal pass-through grants.
May also work directly with the management of non-sponsored funds, including general funds and gifts, on a limited basis.
Partner with and act as the 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.
Understand and utilize institutional policies for the pre-award grant process and sponsor guidelines.
Review all sponsored project proposals for assigned faculty prior to them being forwarded to the Grants & Contracts Manager and ORA for signature.
Review involves accuracy, content, and adherence to all relevant guidelines.
Responsible for the timely preparation of proposal budget for Principle Investigator Review.
Provide instruction, preparation assistance and support related to grant application procedures.
Serve as liaison between research units, central offices and funding agencies.
Review budgets and related justification for appropriateness and completeness of content.
Provide groundwork for subcontract negotiations.
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.
Manage all assigned grant submissions to ensure timeliness and accuracy.
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.
Manage related post-award processes, including award setup, review, account setup verification, and ensuring that staff is setup 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 employees, 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.
Reconcile monthly financial statements for assigned accounts according to University guidelines.
Monitor the expenditure of funds to ensure adherence to award documents and University guidelines.
Work closely with program teams to develop annual work-plan budgets and subsequent expenditure tracking tools to meet both program and funder requirements.
In the cases of PEPFAR-funded projects, be familiar with PEPFAR reporting requirements and develop budgets and tools with those requirements in mind.
Assist team with proper procurements – review solicitations; bids and selections memo for completeness and compliance with University and Donor guidelines.
Assist team with the sub-award process – ensure sponsor approval; and all University and Sponsor required documents are in order.
Upload and liaise with the ORA office as necessary through award execution.
Assist HQ and Field Teams with sub-recipient monitoring and follow up.
Work closely with team(s) to create a monitoring plan and ensure the plan is adhered to – collect/file documentation to support the monitoring.
Work with the Program staff to set-up Independent Contractors and verify the process is in accordance to University guidelines.
Know and advise the teams on federal travel regulations; review expense reports and airfare for compliance and accuracy.
Prepare all SAP documentation and transactions – e-forms; shopping carts; online payments; expense reimbursements as needed.
Track consultant, vendor, and subrecipient payments against agreement ceilings/purchase order balances and communicate funding shortfalls.
Responsible for helping with field support activities.
This includes helping to facilitate rent payments for field staff, and coordination of field workshops (i.e. payments for venues). etc.
Comply with the University guidelines for Effort Reporting.
Review each IO monthly for proper effort allocation.
Identify and report discrepancies.
Assist in monitoring cost-share obligation if applicable.
Keep team members apprised of cost share status.
Maintain adequate supporting documentation for financial transactions consistent with sponsor, University and department guidelines.
Minimum Qualifications (Mandatory):
Bachelor's Degree required.
Four (4) years of related experience in sponsored research and/or financial positions, preferably in an academic or medical setting required.
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.
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.*
*JHU Equivalency Formula: 18 graduate degree credits (semester hours) may substitute for one year of experience. Additional related experience may substitute for 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:
Knowledge of accounting and budgeting theory and practices required.
Ability to make independent judgments and to act on decisions on a daily basis.
Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
Knowledge of external Federal guidelines/procedures for grants and contracts.
Able to sit in a normal seated position for extended periods.
Ability to stand, walk or sit for an extended period of time.
Classified Title: Sr. Grants & Contracts Analyst Role/Level/Range: ATP/04/PD Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: M-F, 8:30AM - 5:00PM 100% REMOTE Exempt Status: Exempt Location: Remote Department name: Bioethics Institute Personnel area: Academic and Business Centers
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for 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.
The successful candidate(s) for this position will be subject to a pre-employment background check.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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