Grants & Contracts Manager (School of Education Finance)

About the job

We are seeking a Grants & Contracts Manager (GCM) who will be responsible for all activities related to sponsored project administration for the team they supervise. In this leadership role, the individual oversees Grants & Contracts Analysts and Senior Grants & Contract Analysts and is responsible for the performance and outcomes of the team they supervise. In coordination with the other GCMs within their division, they assist team of Grants and Contracts Analysts with all phases of the award lifecycle and align day-to-day operations with overarching strategic and mission-oriented goals. Their decisions are influenced by resource availability and functional objectives per the Director of Research Administration, Assistant Director, or Senior Grants and Contracts Manager. The position involves ensuring proposal compliance, advising on grant and contract regulations, monitoring the University’s negotiation of contracts, and overseeing the contracts and grant management function for a team of Grants and Contracts Analysts. The ideal candidate should have extensive experience in pre- and post-award grant administration, be able to lead and direct other employees, take responsibility for personnel actions, manage complex portfolios, and contribute to strategic planning and policy establishment.

Job Scope/Complexity

This position will provide broad/in-depth guidance on protocols, regulations and guidelines to PIs and other scientific/research professionals, both within the University and with other associated research/administrative professionals outside of the University. They will offer leadership, guidance and learning support to a limited number of Grants & Contracts Analysts and Senior Grants & Contract Analysts within the division. They work closely with faculty and staff on complex awards and submissions; provide ongoing staff training and may help University training functions with training development and subject matter expert identification; disseminate information on new regulations and compliance rules; provide sponsored funding reports as needed to the Director/Assistant Director of Research Administration and/or department/division leadership as required. They will also work closely with division leadership to address staffing and coverage needs as portfolios shift over time.

Specific Duties & Responsibilities

Supervisory

• Serve as the direct supervisor of all Grants and Contracts Analysts (GCAs) within a given team.
• Oversee the management of faculty-controlled discretionary funds by GCMs/GCAs (division-dependent). Review Workday reports, analyze variances and assist with escalated issues involving budgets, use of funds, and administrator assignments.
• 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, compliance registrations, safety and environmental health issues, internal protocols, conflicts of interest, and any other relevant areas.
• 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.
• Coordinate with divisional finance and HR managers, and departmental administrative managers to ensure seamless support of faculty and their staff across sponsored and non-sponsored activities.
• Manage the performance and efficiency of other team members by providing feedback, training, and mentorship opportunities.
• Perform other duties as requested by the Director/Assistant Director of Research Administration.

Development

• Stay abreast of relevant regulations, policies, and guidelines governing research administration, such as federal regulations (e.g., Uniform Guidance), institutional policies, and sponsor requirements.
• Advocate for the promotion of GCAs to Sr GCAs as business needs dictate and appropriate.
• Identify areas for development for GCAs and Sr GCAs and connect team members to training resources
• Serve as a training developer/administrator upon request from division leadership and/or University training functions

Pre-Award

• Assist Sr GCAs with the development of project budgets in collaboration with principal investigators, ensuring accuracy, feasibility, and compliance with sponsor guidelines.
• Serve as a point of contact for faculty and/or research admin staff for the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies.
• Responsible for pre-review of complex proposals and coordinate directly with department/divisional leadership for proposals that require the commitment of institutional funds or resources.
• Facilitate process of final grant package presentation and approval between Sr GCAs and JHURA/ORA/CRC.
• Provide on-going guidance, facilitation & expertise to faculty in their grant pursuit efforts by providing analysis of all grant and contract applications.

Post-Award

• Ensure that related post-award processes are coordinated appropriately by members of the grants & contracts team, including award setup, account setup verification, and review.
• Ensure that project expenditures, financial transactions tracking, and account reconciliation are handled appropriately to ensure proper stewardship of grant funds.
• Provides leadership and guidance in the preparation of progress reports, financial reports, and other required documentation to funding agencies and sponsors in accordance with grant requirements and deadlines.
• Advise on approved budget changes to awarded grants/contracts.
• Participate in internal sponsored audits and the development of an account reconciliation system for sponsored accounts.
• Assist GCAs with utilizing reports for forecasting and trending of expenditures of awards.
• Manage the process for delivering technical and financial reports for private and government sponsors.
• Support ongoing updates and communications related to current grants and contracts, including regular auditing and reporting to principal investigators on financial status of grants, contracts, and discretionary accounts.
• 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. Report on financial impacts of these activities to department/divisional leadership on a monthly basis as requested by the Director/Assistant Director of Research Administration.
• 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.

Minimum Qualifications

• 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 GCA or equivalent role with management responsibilities, direct involvement in grants and contracts pre- and post-award administration and serving as a recognized subject matter expert.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
• Successful completion of the Research Administration Trainee 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.

Preferred Qualifications

• Thorough knowledge of JHU online systems for budgets, purchasing and accounting.
• Thorough knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices.

Technical Qualifications and Specialized Certifications

• Thorough knowledge of external Federal guidelines/procedures, including Uniform Guidance, for grants and contracts.
• Knowledge of modern ERP and grant management solutions used to track financial performance and compliance adherence. Knowledge of accounting and budgeting theory and practices.

Technical Skills & Expected Level of Proficiency

• Analytical Skills - Advanced
• Attention to Detail - Advanced
• Confidentiality and Discretion - Advanced
• Grant Closeout Procedures - Advanced
• Grant Proposal Preparation - Advanced
• Grant Regulations - Advanced
• Grants and Contracts Management - Advanced
• Oral and Written Communications - Advanced
• Record Keeping - Advanced
• Regulatory Compliance - Advanced
• Relationship Management - Advanced

The core technical skills listed are most essential; additional technical skills may be required based on specific division needs.

Classified Title: Grants & Contracts Manager Role/Level/Range: ATP/04/PE Starting Salary Range: $75,135 - $131,510 Annually (Commensurate w/exp.) Employee group: Full Time Schedule: Monday - Friday FLSA Status: Exempt Location: Hybrid/Homewood Campus Department name: SOE Finance Personnel area: School of Education