Grants and Contracts Coordinator

Maryland, United States
$40,019-$55,058; Starting salary commensurate on experience
21 Sep 2018
End of advertisement period
21 Nov 2018
Contract Type
Full Time

Role/Level/Range: ATO 40/E/03/OF 
Starting Salary Range:  $40,019-$55,058; Starting salary commensurate on experience
Employee group: Full Time 
Schedule: M-F 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt ​​​​​​​ 
Location: 04-MD:School of Medicine Campus 
Department name: 10003130-SOM Psy General Psychiatry 
Personnel area: School of Medicine

General summary/purpose:

The Coordinator will provide dedicated para-professional level sponsored funds support for more than 80% of the time with specific responsibility for pre-award and post-award functions that includes, but may not be limited to assisting with: proposal preparation, budget preparation, account reconciliation, billing/invoicing, standard report writing, and close-out procedures.  While this role may assist with some aspects of non-sponsored funds (general funds and gifts), the primary goal of this position is to support the timely, effective and efficient functioning of sponsored funding.

Specific Duties/Responsibilities:

This position is the first tier within the Grants & Contracts position hierarchy, providing administrative support and limited financial coordination related to the grants management process.  Employees in this role function under the direct supervision of a more senior member within the research function and receive guidance from higher level personnel related to the pre-award and post-award process. Specific duties will include:

  • Partner with members of the departmental Grants & Contract team to provide administrative and general financial support to assist with the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies.  May interface with members of the Budget team and representatives from ORA, under the guidance of more senior members on the departmental research team.
  • Work toward understanding of institutional policies for pre-award grant process and sponsor guidelines. 
  • Assist with review of sponsored project proposals for assigned grants of basic complexity, prior to them being finalized by more senior members of the Grants & Contracts team.  General review process involves verifying accuracy, content and adherence to all relevant internal and external guidelines.
  • Provide preparation assistance and support related to grant application procedures, at the direction of the Sr. Grants and Contracts Analyst and/or Grants and Contracts Manager.
  • Serve as liaison between research units, central offices and funding agencies to gather data related to grant completion and on-going grant/contract management. 
  • Review budgets and related justification for appropriateness and completeness of content.  Verify that all applicable and indirect costs have been applied.  Involves more senior members of the research team for direction, as needed.
  • 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.
  • Coordinate related details for all assigned grant submissions to ensure timeliness and accuracy.
  • Maintain ongoing updates and communications related to current grants and contracts, this includes regular auditing and reporting to principal investigators and research management.  May assist with general administrative support of grant closeouts as needed.
  • Assist with award setup details, after grant number is assigned. 
  • Support all relevant post-award responsibilities, as requested by senior members of the grants & contracts team, including account reconciliation, effort reporting, cost transfers, paying invoices, closeouts and related faculty support.

Minimum qualifications:

Education: High school diploma or GED required.

Experience:   Three years administrative/budgeting experience.  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. 

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.

Budget authority (indicate dollar amount of budget managed and type/level of authority):  

This position assists with pre and post award support responsibilities for simple to moderately complex grants/contracts, including those from NIH, NSF, DOD and NASA. These grants, contracts and awards may involve moderate budgets, Foundation grants and Subawards from other institutions on their R01.

Special knowledge, skills, and abilities:

  • General knowledge of accounting and budgeting theory and practices required. General knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.
  • Ability to understand when additional direction/expertise is needed on matters of complexity.  Able to make decisions on a daily basis, within pre-determined guidelines and parameters.
  • Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
  • General understanding of external Federal Guidelines and procedures regarding grants and contracts.

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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