The Grants & Contracts Manager is responsible for the overall post-award sponsored research administration of Research Management Services’ (RMS) daily operations. The Grants & Contracts Manager will manage the post-award (including clinical research) financial activities for sponsored programs that total $26+ million annually. This position reports directly to the Assistant Director of RMS.
RMS supports the pre and post-award administration for sponsored funding across multiple departments within the School of Medicine. RMS strives to provide the highest quality of customer service in sponsored research management to our customers including departments, faculty, key stakeholders and central teams including the Office of Research Administration (ORA), Sponsored Projects Shared Services (SPSS) and the School of Medicine Business Office (SOMBO).
Post-Award: Manage financial activities involving grants, contracts, cooperative agreements, subawards, clinical trials, and non-sponsored research related accounts. Performs comprehensive analysis and projections relating to business or research trends to improve department’s operational and financial effectiveness. Assists in grant financial planning and cost analysis. Analyzes complex financial data to ensure efficient use of resources. Ensures compliance with university and/or agency regulations and restrictions.
Specific Duties & Responsibilities
- Oversee the financial management of over 450+ sponsored accounts and multiple non-sponsored accounts within RMS.
- Oversee processes for management of all budget accounts once awards have been granted. Provide oversight for expenditure of funds, ensuring that funds are expended according to sponsoring organization’s stipulations.
- Ensure budgets are distributed, eForms are processed timely and funds are utilized compliantly.
- Train, supervise, and develop Grants & Contracts Analyst(s), Sr. Grants & Contracts Analyst(s), Budget Analyst(s) and Grants & Contracts Coordinator(s) on effective and compliant post-award management.
- Manage effort reporting for the department.
- Ensure deadlines for both semi-annual and quarterly effort reporting are met and cost sharing is completed correctly.
- Minimize the total amount of cost overruns/small balance transfers by proactively identifying accounts that will need additional review to prevent/eliminate overspending.
- Ensure position budgeting workbooks are developed and up-to-date for all faculty in every department.
- Provide guidance to analysts, division managers/administrators, and faculty regarding the interpretation of applicable contract, grant and cooperative agreement terms and conditions, as well as, other administrative rules, cost principles.
- Develop financial reports to aid in sponsored projects financial administration including to proactively identify payroll gaps, develop projections and perform what-if scenarios.
- Collaborate with external administrative offices including, but not limited to Sponsored Projects Shared Services, Accounts Receivable, Billings, Accounts Payable, etc. to ensure that required policies and procedures are followed.
- Provide instruction and answer questions relating to procedures and serve as liaison between administrative offices.
- Provide outstanding customer service.
- Assist the Assistant Director in the development of the fiscal year sponsored annual operating budget for all RMS customers. Additionally, assist with current year projections for governmental and private funds.
- Partner with the Assistant Director and pre-award Grants and Contracts Manager on bi-weekly staff meeting agendas and planning of staff development activities. The ability to maintain confidentiality is imperative.
- Meet weekly with each direct report and attend faculty finance meetings when available and/or required.
- Provide coverage as needed on daily operations of post-award management in any division/department due to turn-over, vacations, sick time etc.
- Bachelor’s degree required, preferably in Finance, Economics, Business or related field.
- Five (5) 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: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for the required education on the same basis.
- 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.
Special Knowledge, Skills, and Abilities:
- Knowledge of cost accounting methods and practices required
- Thorough knowledge and understanding of The Johns Hopkins University accounting system (SAP and Analysis) and related fiscal offices preferred
- Knowledge of JHU systems for budgets, purchasing and accounting 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 teams
- Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines
- Strong communication skills are required as well as tact and discretion
- Ability to maintain strict confidentiality
- Highly efficient computer skills required (e.g. Word, Excel, PowerPoint, Outlook)