Grants & Contracts Manager

The Pathology Department is seeking a Grants & Contracts Manager who will be responsible for all activities related to the sponsored projects within a department, center and/or division. Will oversee the pre-award, post-award and closeout activities for a variety of grants/contracts, with varying levels of complexity. This role also manages a staff of five 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.
• Responsible for the timely preparation of proposal budget for Principal Investigator Review.
• Revise and advise on approved budget changes to awarded grants/contracts.
• Manage the sponsored and discretionary fund 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 and non-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.
  

• Manage the performance and efficiency of other members of the departmental grants and contracts team.
  

• Assist in HR and student appointment process with Central Pathology Administration unit.

Job Scope/Complexity

• Will provide broad/in-depth 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.
• Works closely with faculty and staff on complex awards and submissions; provides ongoing staff training; disseminates information on new regulations and compliance rules; provides quarterly and annual sponsored funding reports as needed to department, center and/or division leadership as required.
• Will act as the final point of contact for the department, center, and/or division with faculty, grants and sponsored research staff.

Special Skills/Knowledge

• Knowledge of accounting and budgeting theory and practices required. Thorough 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.
• Proven ability to provide leadership, management and training to the sponsored research team.
• Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
• Thorough knowledge of external Federal guidelines/procedures for grants and contracts, including NIH, DOD and private agencies.
• Strong communication skills are required as well as tact and discretion. Maintain strict confidentiality of payroll/personnel and budget information.
• Knowledge of Excel, Access and Word.

Specific Physical Requirements

• While performing the duties of this job, the employee may remain in a stationary position (sitting at computer/desk) up to 85% of the time. The employee is required to operate computer keyboard for majority of work time and other office equipment like calculator or copier throughout the day and for prolonged periods.
• Prolonged vision requirements including viewing computer screen, paper reports/documents, and statements.
• May transport from one area to another (in the administrative office or building) or be required to lift and/or move up to 40 pounds with proper training, or precautions/lifting aides (example: paper supply boxes, document files, large mail bags/boxes for pick up or receipt). In some areas, workspace is confined.
• Staff may be required to complete annual competency review, and must ensure compliance with Hospital Policy, Laboratory Policy & Procedure, Health, Safety & Environment regulations, and all applicable privacy & confidentiality laws/practices.

• Bachelor's Degree.
• 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 Research Administration Training 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.

• Thorough knowledge and understanding of The Johns Hopkins University accounting system (SAP and Analysis) and related fiscal offices.
• Knowledge of cost accounting methods and practices.
  

• Highly efficient computer skills required (e.g. Word, Excel, PowerPoint, Outlook)
• Knowledge of JHU systems for budgets, purchasing and accounting.

Classified Title: Grants & Contracts Manager
Role/Level/Range: ATP/04/PE
Starting Salary Range: $73,300 - $128,300 Annually ($98,631 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday 8:00am-4:30pm
Exempt Status:Exempt
Location:Hybrid/School of Medicine Campus
Department name: SOM Pat Neuropathology
Personnel area: School of Medicine