General Summary/Purpose

Research Management Services (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 (including subrecipients) and central teams including the Office of Research Administration (ORA), Sponsored Projects Shared Services (SPSS) and the School of Medicine Business Office.

The Subawards Specialist works alongside faculty and fellow colleagues to support post-award activities for Research Management Services (RMS). The primary goal of this position is subrecipient monitoring including the timely payment of low-risk and high-risk subawards, accurate completion of payment certification forms, ensuring payments are made in accordance with budget, performance of desk audits (as required) and resolution of GR/IR discrepancies

Position Overview:  This position will operate within a team as well as independently on a wide variety of grants/contracts and clinical research projects ranging from simple to moderate complexity. This position will require great attention to detail and organization while juggling multiple, competing demands and adhering to deadlines. Excellent communication skills and a customer service minded focus are essential skills required to succeed in the position.

Specific Duties & Responsibilities

• Ensure invoice payments to subrecipients include a review of validity of expenses along with achievement of scientific and technical progress by the PI or department responsible party prior to remitting payment
• Ensure verification includes sign off by the PI and financial representative on the invoice/certification for payment and performance form
• Review invoices for financial accuracy including an review of rates being utilized
• Monthly reconciliation of subaward accounts ensuring invoices have posted and confirming receipts have been processed
• Ensure high risk subrecipients summary general ledger review is collected for every invoice and a detail review once every six month
• Perform desk audits, as required
• Ensure that invoices include all administrative requirements including name, JHU PO, date of invoice, invoice number, project title, period of performance, breakdown of costs in accordance with expenditure categories, budget/current period and cumulative costs, cost sharing, program income generated, contact person for invoice questions and a certification as to the truth and accuracy of the invoice
• Ensure that advance payments are approved by DBO and reviewed by FRC before initiating
• Review the subrecipient dashboard on a monthly basis to monitor overall activity
• Utilize the subrecipient risk rate profile to ensure that the requirements of low-risk and high-risk are being met
• Complete and submit the new subrecipient questionnaire, as required (for new subrecipients)
• Complete and submit the subaward determination form, as required (determine if subrecipient or contractor)

Minimum Qualifications

• Bachelor’s degree and three years of related administrative experience; one year of which is in a sponsored research environment preferred.

• 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 the 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.

• Successful completion of the RAT (Research Administration Training) Program (18-24 months) is equivalent to three 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

• Excellent communications skills, both oral and written
• Customer service minded focus
• Ability to make independent judgments and act on decisions on a daily basis
• Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines
• Knowledge of external Federal guidelines/procedures for grants and contracts, including NIH, DOD and background knowledge in foundation awards
• COEUS knowledge/experience preferred

Classified Title: Subawards Specialist 
Working Title: Subawards Specialist  ​​​​​
Role/Level/Range: ATP/04/PC 
Starting Salary Range: $50,700 - $69,780 (Commensurate with Experience)
Employee group: Full Time 
Schedule: Monday-Friday, 8:00am-4:00pm, Up to 37.5 hrs/ week 
Exempt Status: Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 60008428-SOM Admin Finance Research Services 
Personnel area: School of Medicine

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 jhurecruitment@jhu.edu. 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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