We are seeking a Grants & Contracts Manager who will be responsible for all activities related to the sponsored, non-sponsored projects and service centers within a department, center and/or division. Will oversee the pre-award, post-award and closeout activities for a variety of grants/contacts with varying levels of complexity. 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 for protocol, regulations and guidelines pertinent to the agency/or university.
Specific Duties & Responsibilities
Supervision/Performance Management (For employees who supervise others.) (30%)
In collaboration with the management team identify the business requirements of the department and determine staffing needs.
Conduct interviews and make recommendations for hire.
Supervise and coordinate activities and workflow of two or three Grants & Contracts Analysts/Specialists
(GCAs/GCSs) and 4-5 Sr. Grants & Contracts Analysts (Sr. GCAs).
Set employee goals and objectives.
Plan, prepare and revise work schedules and assignments according to need.
Review performance data and executive summaries monthly to monitor and measure productivity, goal progress and activity levels.
Conduct mid-year and annual reviews.
Identify performance gaps and potential performance interventions.
In conjunction with the staff member identify training and development opportunities to improve performance and assist with career goals. This may include one-on-one mentoring or group training.
Provide ongoing feedback and constructive criticism.
Resolve conflicts that interfere with the productivity of the department and seek.
HR input as needed.
Promote a positive climate to improve productivity and increase performance.
Encourage continuous learning to enable staff to grow in their roles.
Review and approve payroll transactions such as ISRs and E-forms.
Oversee & track pre-review and signing of effort certification, follow up on any issues that need resolution and ensure completion quarterly and semi-annually for GCAs & Sr. GCAs.
Review and approve E210s online, leave usage and accrual documents.
Collaborate with the management team and GCAs & Sr. GCAs to develop and manage budgets (i.e. operating budget).
Facilitate the preparation and analysis of reports for the department's senior management and the Dean's Office.
Is responsible for high level oversight of sponsored, non-sponsored and service center activity for assigned groups.
This includes the review and approval of budgets and budget justifications for appropriateness, accuracy and completeness of content and comparing budget detail to budget justification for consistency and review of executive summaries for the groups PIs.
Oversee the closeout of grants and contracts including review of final.
Financial Status Reports (FSR).
Review and approve SAP documents such as Shopping Carts, Non-payroll.
Cost Transfers, ISRs & on-line check requests.
Complete sample audit of monthly Pl account reconciliations to ensure both compliance and accuracy.
Review and approve transactions posted to JHU procurement cards.
Review terms and conditions of sponsored awards with GCAs & Sr. GCAs to ensure compliance with expenditure and reporting requirements.
Review and approve travel as needed.
Serve as backup for Sr. GCAs as needed during times of absence or heavy workload.
Oversee the management of non-sponsored accounts including start-up, banking, special events or other accounts.
Financial Management & Oversight (20%)
Work in concert with the Department's Administrator, Sr. Financial Manager and other Grants & Contract Manager to determine the general, financial and administrative services required to plan and execute strategic initiatives and to bring about increased productivity and cost effectiveness.
Seek alternative or innovative solutions to problems, and collaborate with the other managers, PIs and staff in problem resolution.
Ensure the overall administrative and operational support of the department and oversight of research functions.
Act as a resource for the faculty, researchers, other managers and staff on administrative matters.
Work closely with the department Administrator, Sr. Financial manager and department Chair to ensure compliance with departmental policies and procedures, JHU internal controls and government regulations to effectively carry out the mission and long- term goals of the department and institution.
Assess current policies and practices and develop and implement new administrative processes and procedures in collaboration with the Department Administrator, Sr. Financial manager, other managers and department Chair.
Assist the Department Chair, Administrator and Sr. Financial Manager with completion of internal and external surveys.
Work closely with the GCA/Sr. GCA and oversee the annual service center review to ensure completion prior to meeting with the Chair, PI, Department Administrator and Sr. Financial Manager.
Pull reports for the annual Research Base Projections, including charts, and graphs for presentation.
Run the monthly deliverables report.
Run the monthly cash deficit balance report and ensure that deficits are cleared.
Update the Department Handbook and making sure updated version is uploaded to the P&A website as changes occur.
RCR Process (Responsible Conduct of Research) ensure that those who are required to take the training take it and documentation showing completion is saved in their respective fold.
Human Resources/Payroll (10%)
Serve as the liaison between the HR Generalist and faculty, staff and students.
Review and approve staff E210 records for leave accruals and balances.
Review and approve ISRs that are completed by the HR Generalist when the GCAs or Sr. GCAs are unavailable.
Ensure that employees are paid timely and control salary issues and overpayments are resolved in a timely manner.
Facilities Management (5%)
In Coordination with the Administrator, oversee general facilities operations for the department, including space allocation, renovation and resource monitoring.
Work with the GCAs and Sr. GCAs to manage space needs and assignments for all current and newly arriving group members.
Academic Aff airs Management (5%)
Ensure information is appropriately communicated between Academic Aff airs and the GCAs and Sr. GCAs.
Carry out other duties as assigned.
Special Knowledge, Skills & Abilities
Record of accomplishment in managing others such as:
Skill in recruitment, development and performance measurement of staff with goals of achieving optimal productivity while maintaining a professional office environment or taking corrective actions.
Ability to recognize individual differences in skills and abilities to assign tasks appropriately.
Ability to engage employees, prioritize work for staff and self, and manage time.
Skill in identifying short- and long-term problems, strengths and weaknesses of current practices, alternatives, and implementing creative solutions to address complicated issues.
Ability to manage budgetary matters at both high oversight and detailed analysis level.
Knowledge of federal regulations related to sponsored funding for educational institutions (OMB Uniform Guidance).
Working knowledge of electronic proposal submission systems, i.e. NIH commons, Fastlane, Grants.gov, NSPIRES, ASSIST, GMS and other systems for proposal submission.
Knowledge using SAP, Analysis, Coeus, Filemarker Pro, Dashboards and other systems for project tracking and effort reporting.
Understanding of general accounting principles and practices.
Ability to analyze data to project revenues and expenditures.
Able to work in a team and embrace a hands-on approach to management.
Capable of demonstrating confidence and assertive diplomacy in sensitive situations.
Knowledge and understanding of JHU's mission, policies and practices in budgeting, finance, human resources and sponsored projects.
Proficient in the use of Microsoft software applications such as Excel, Word, PowerPoint and Outlook.
Ability to model professional behavior that will promote positive interaction between co-workers and customers to achieve a higher level of service, increase office productivity and improve the public image of the institution.
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.
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.
Master's Degree in Business or a related field.
Classified Title: Grants & Contracts Manager Role/Level/Range: ATP/04/PE Starting Salary Range: Min $72,600 - Max $127,000 Annually (Commensurate with experience) Employee group: Full Time Schedule: 5 days/37.5 Exempt Status: Exempt Location: Hybrid/Homewood Campus Department name: Physics and Astronomy Personnel area: School of Arts & Sciences
Total Rewards The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
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.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
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