Gates Institute: Grants and Contracts Analyst

Job Req ID: 6331

Classified title: Grants & Contracts Analyst                                   

Role/Level/Range: ATP/3/PC

Starting Salary Range: $49,216 - $67,735; commensurate with experience

Employee group: Full time

Employee subgroup: Exempt

Schedule: M – F, 8:30 – 5:00

Location: 615 N. Wolfe St. Baltimore, MD 21205

Department: Population, Family & Reproductive Health

Personnel Area: School of Public Health

General Summary/Purpose

As a member of the Gates Institute finance team under the Department of Population, Family & Reproductive Health, the Grant & Contracts Analyst will be responsible for the management of sponsored awards performing all financial functions from pre-award to post-award.  This position will provide support to various groups and individuals within the Institute who rely and benefit from financial information to make informed business decisions through financial analysis (i.e. current policies and processes, actual performance vs. budget) and be responsible for the preparation of financial data to management; as well as sponsors.

Specific Duties/Responsibilities

  • Management of all financial and compliance aspects of the award.
  • Monitor award balances and take timely action to ensure that there is always sufficient funding for implementation and immediately notify the Grant & Contracts Manager of any issues.
  • Ensure the necessary prior approvals from Sponsors are met prior to incurring costs.
  • Monthly account reconciliations with quarterly financial reviews by program team (reviews will take place more frequently if issues are identified).
  • Compliance oversight of Partners and JHU team.
  • Overseas cash management (periodic analysis of operational compliance and performance) .
  • Travel oversight.
  • Procurement processing and management.
  • Annual Workplan budgeting for sponsor annual reporting to plan for future years of the project / actively provide guidance and planning for annual workplan to include an analysis of historical spending patterns and estimate of future expenditures.
  • Prepare detailed budget tracking tool and work with Partner’s finance managers to gather financial data in response to projected balances from use of cash burn rates to inform program teams on expenditures and balances / using this data, prepare a financial analysis for the teams making programmatic decisions.
  • Budget tracking and monitoring.
  • Quarterly forecasting.
  • Monitor program assets and equipment / Maintain asset register for domestically made purchases of equipment with a value of $5,000 and $500 or greater for Contracts.
  • Liaise with partners to ensure tracking of locally procured equipment / ensure all source origin and approval requirements are adhered to.
  • Manage staff salary allocations on award and make timely adjustments as needed.
  • Process, review and approve all transactions including wire transfer requests; online payments; purchase orders and subrecipient documentation —ensure the requests are within established Policies and Procedures and terms of the Sponsor agreement.
  • In the cases of the Bill & Melinda Gates Foundation funded projects, be familiar with reporting requirements and develop budgets and tools with those requirements in mind.
  • Provide accounting and financial guidance to JHU project team members and partner finance managers.
  • Meet the published closing and reporting schedules for projects.
  • Actively participate in subrecipient monitoring, including: review company profile, audits, financial statements for items of risk / complete risk assessment tool.
  • Work with program team to determine appropriate terms and conditions for sub agreements/contracts.
  • Responsible for independently deciding for program staff the proper financial and contractual procedures to follow / The contractual decisions are particularly difficult and critical because they involve complex legal and regulatory issues, but require good judgment, weighing thoroughness against efficiency / Decisions often have to be made quickly and always in compliance with Sponsor and JHU regulations / These are independent decisions, and when further guidance is required it is obtained from Senior Management, the Sponsor and/or the SHPH Office of Research Administration.
  • Develop a monitoring plan of Partners and ensure plan is followed.
  • Track subrecipients requiring A-133 audits / Provide information as required as a result of the audit.
  • Ensure Partner’s internal controls are in place and spending under agreements are in accordance with sponsor, JHU and Federal regulations / This may include site visits and/or desk review of operational systems.
  • Ensure documentation adequately supports the transactions incurred overseas—timely verification and certifications.
  • Act as main resource at project closeout; provide guidance and financial oversight of the project closeout process.
  • Identify potential accounting problems, research and propose solutions.
  • Continual internal and frequent external international, domestic, and interoffice (within JHU) communications are required in both verbal and written forms / These contacts are mainly directed toward problem solving, providing financial reporting, discuss contractual issues and provide financial reporting guidance.
  • To perform this job successfully, an individual should have knowledge in the use of financial software applications, databases, spreadsheets, and/or word processing.
  • Other ad hoc reports and duties, as requested.

Minimum Qualifications

Bachelor’s degree.
  • Two years of 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. *

Preferred Qualifications

Experience in sponsored research and financial positions strongly preferred.


Special knowledge, skills, and abilities:

  • Strong MS Excel Skills.
  • Knowledge of GAAP, the FAR, and 2 CFR Part 200 (Uniform Guidance).
  • Knowledge of SAP.

To apply, visit the JHU Careers website.