We are seeking a Sr. Grants and Contracts Analyst who will provide dedicated, independent, professional level sponsored funds management for more than 80% of time with specific responsibility for post-award functions from various donors that includes, but may not be limited to: budget distribution and reporting, account maintenance/reconciliation and oversight, billing/invoicing, e-form setup/LOE tracking, effort reporting, cost transfers, invoice payments, subrecipient management, compliance and closeout. 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.
As a member of the Finance Unit, the employee will provide support to various groups and individuals within the organization who rely and benefit from financial information to make informed business decision through financial analyses (ie. current policies and processes, actual performance vs budget, etc), preparation of financial data for distribution to management, as well as donors. Specific responsibilities include assisting the Finance and project teams in the monthly reviews, budget tracking and monitoring, compliance issues, overseas operational issues, travel oversight, procurement processing and management of the annual budget process, and forecasting. This position also 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. These grants, contracts and awards may involve highly detailed budgets, multiple projects, funding streams, and subawards. May also work directly with management of non-sponsored funds, including general funds and gifts, on a limited basis.
Specific Duties & Responsibilities
Understand and properly apply institutional and sponsor policies for post-award grant process.
Ensure compliance in all areas related to grant and contract management, including sponsoring organization guidelines, internal protocols, accurate protocol information within grant documents, conflicts of interest, etc.
Maintain adequate supporting documentation for financial transactions consistent with sponsor, University and department guidelines.
Demonstrate knowledge of and advise the teams on federal travel regulations, if applicable; review expense reports and airfare for compliance and accuracy.
Independently reconcile monthly financial statements for assigned accounts according to University guidelines.
Monitor the expenditure of funds to ensure adherence to award document and University guidelines.
Conducting desk reviews and processing of field expenses made through the remote imprest (QB).
Create medium complexity trackers or maintains utilization of complex tracker to monitor the expenditure of funds to ensure adherence to award document and University guidelines.
Responsible for helping with field support activities. This includes helping to facilitate rent payments for field staff, coordination of field workshops (i.e. payments for venues). etc. Review, edit, and approve vendor contracts and modifications. Approve payments according to procurement guide thresholds. Conduct in-country procurement training to field staff.
Comply with the University guidelines for Effort Reporting. Review each IO monthly for proper effort allocation. Identify and report discrepancies. Pre-review effort forms for assigned staff and follow up on certification.
Demonstrate high proficiency in reporting and forecasting/projecting, using advanced excel skills and formulas to create reports of complex data in a digestible format.
Oversee and direct all aspects of medium complexity award management activities and provide oversight to other employees, including monitoring and managing accounts, audits, evaluations, and reporting.
Work closely with program teams to develop annual workplan 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.
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 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.
Assist in monitoring cost-share obligation if applicable. Assist team with cost planning, tracking and documentation. Keep team members apprised of cost share status.
Supervise up to 1 Grants & Contracts Coordinator or Specialist
Independently navigate and lead HQ and field team in the procurement process – review solicitations, bids and selections memo for completeness and compliance with University and Donor guidelines.
Work with the Program staff to set-up Independent Contractors and verify the process is in accordance to University guidelines.
Prepare all SAP documentation and transactions – e-forms; shopping carts; on-line payments; cost transfers; expense reimbursements as needed.
Create tracker for and monitor consultant, vendor and subrecipient payments against agreement ceilings/purchase order balances and proactively communicate funding shortfalls.
Guide team with the subrecipient 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.
Lead HQ and Field Teams with subrecipient monitoring and follow up. Work closely with team(s) to create monitoring plan and ensure plan is adhered to – collect/file documentation to support the monitoring.
Review budgets and related justification for appropriateness and completeness of content. Provide groundwork for subcontract negotiations.
Four years of related experience in sponsored research and/or financial positions, preferably in an academic or medical setting.
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 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.
Knowledge of Accounting and Budgeting theory and practices preferred.
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 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.
Experience with international grants & contracts and/or working outside of the US, across multiple time zones.
French and/or Spanish language
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; 8:30-5 Exempt Status: Exempt Location: JH at 111 Market Place Department name: Ctr for Communication Programs CCP Personnel area: School of Public Health
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:
*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 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.
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