The Department of Otolaryngology is seeking a Grants & Contracts Manager who is responsible for all activities related to the sponsored projects within a department, center and/or division. The ideal candidate will oversee the pre-award, post-award and closeout activities for a variety of grants/contracts, with varying levels of complexity. Responsible for the fiscal and administrative management of the research division. Includes development and management of budgets, grant management, daily and monthly financial responsibilities and personnel management. 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.
Specific Duties & 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.
Manage and Prepare monthly and annual reconciliation of all budgets and funds in a timely manner.
Manage grant, gift and discretionary budgets, ensuring that budget changes, and new funds and ending grants are allocated and monitored.
Responsible for the timely preparation of proposal budget for Principal Investigator Review.
Revise and advise on approved budget changes to awarded grants/contracts.
Manage day to day financial responsibilities such as preparation and authorization of purchase requests, expenses, and travel reimbursement requests.
Manage completion of shopping cart and check requests for research division.
Manage research division procurement card and approve appropriate expenditures. Perform allocation of charges to approved budgets on a regular basis.
Assist faculty in grant and contract budget preparation, and final submission into finance office in accordance with the time requirements.
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 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 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 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.
Assist in the hiring of all support staff that will report to this position. Will handle Performance Management, Staff Time/Attendance, staff training
Will directly supervise a team of Analysts/Specialists with sponsored funding in excess of $20 million.
Manage the performance and efficiency of other members of the departmental grants and contracts team.
Work with departmental HR personnel to advise faculty and other supervisors in human resource policy related to personnel matters such as performance and discipline issues.
Will jointly supervise the lab support staff as it relates to administrative procedures.
Assign Shopping Cart access to lab personnel.
Orient and train staff.
Other duties as assigned
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. Successful completion of the RAT program (18-24 months) is equivalent to three 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.
Master's Degree preferred.
Classified Title: Grants & Contracts Manager Role/Level/Range: ATP/04/PE Starting Salary Range: $71,230 - $97,880 annually (commensurate with experience) Employee group: Full Time Schedule: Mon-Fri 8:00-4:30 Exempt Status: Exempt Location: Remote Department name: SOM Oto Otolaryngology Research Personnel area: School of Medicine
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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