Grants & Contracts Specialist (Office of Research & Translation)

Johns Hopkins University
United States, Maryland, Baltimore
Oct 28, 2025
The Office of Research & Translation (ORT) is seeking a Grants & Contracts Specialist who will work directly with project PIs, Co-PI's/Co-I's and finance/administrative staff. Supporting task such as procurement (processing shopping carts/purchase orders and p-card transactions), processing reimbursements, online payment transactions, allocations, initiation of journal entries, cost transfers, reconciling reports and financial data, preparation of quarterly budget meetings, and financial status reporting processes. The Grants & Contracts Specialist will provide entry level sponsored funds management for more than 80% of time with specific responsibility for pre-award and post-award functions that includes, but may not be limited to: proposal preparation, budget development, account maintenance and oversight, billing/invoicing, reporting, and closeout. This role may manage less complex grants through the submission stage, with some oversight and direction. The primary goal of this position is to support the timely, effective and efficient management of sponsored funding; this role may also assist with aspects of non-sponsored funds (general funds and gifts) management. The specialist works independently on less complex grants and contracts, using general proficiency with grant/contract preparation and management. The specialist has some involvement with more complex grant management under the direction and oversight of a more senior member of the team. Types of sponsored awards for which the position is responsible range from simple to moderately complex grants/contracts, including those from NIH, NSF, DOD and NASA. Awards may involve moderate budgets, foundation grants and subawards from other institutions on their federal pass-through grants. Specific Duties & Responsibilities Partner with departmental faculty and/or budgetary staff on the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies. May work with representatives from ORA, under the guidance of more senior members on the departmental research team. Understand and utilize institutional policies for pre-award grant process and sponsor guidelines. Review sponsored project proposals for assigned grants of moderate complexity, prior to them being forwarded to the Grants & Contracts Manager and ORA for signature. Review involves accuracy, content, and adherence to relevant guidelines. Provide instruction, preparation assistance and support related to application procedures, at the direction of the Sr. Grants & Contracts Analyst and/or Grants & Contracts Manager. Serve as liaison between research units, central offices and funding agencies for grants of moderate complexity. Review budgets and related justification for appropriateness and completeness of content. Ensure that all applicable and indirect costs have been applied. Ensure compliance in areas related to grant and contract management, including sponsoring organization guidelines, internal protocols, accurate protocol information within 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, including regular auditing and reporting to principal investigators and research management. May assist with 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. Other duties as assigned. In addition to the duties described above Assist in processing and reporting of subaward & consultant/vendor invoices. Assist with processing new awards and modifications in JAWS/SWIFT. Monitor shared finance inbox and triage appropriately. Communicate with Accounts Payable, Supply Chain, Accounts Receivable, Sponsored Projects, Research Projects Administration, and other JHU departments on a routine basis Process timecards for hourly student employees. Minimum Qualifications Bachelor's Degree. 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. Preferred Qualifications One year of administrative/budgeting experience. General knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred. On call or non-standard work hour requirements Attend annual conference and Annual grant meeting, 1-5 days a year which could impede a weekend travel request Technical Qualifications & Specialized Certifications General knowledge of accounting and budgeting theory and practices. General understanding of external Federal Guidelines and procedures regarding grants and contracts. Experience with Excel Technical Skills & Expected Level of Proficiency Analytical Skills - Developing Attention to Detail - Developing Grant Closeout Procedures - Developing Grant Proposal Preparation - Developing Grant Regulations - Developing Grants and Contracts Management - Developing Oral and Written Communications - Developing Record Keeping - Developing Regulatory Compliance - Developing Relationship Management - Developing The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs. Classified Title: Grants & Contracts Specialist Role/Level/Range: ATP/03/PB Starting Salary Range: $23.69 - $41.43 HRLY (Commensurate w/exp.) Employee group: Full Time Schedule: M-F, 37.5 hrs wkly FLSA Status:Non-Exempt Location: Hybrid/Homewood Campus Department name: WSE Office of Research Personnel area: Whiting School of Engineering Total Rewards The referenced base salary range represents the low and high end of Johns Hopkins University's salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/. Education and Experience Equivalency 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 Completing Studies 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. Background Checks 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. Diversity and Inclusion The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion. Equal Opportunity Employer All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. EEOis the Law https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf Accommodation Information 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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/. Vaccine Requirements Johns Hopkins University requires all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly. 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.