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Contracts and Grants Specialist OR Senior Specialist

Job description

Job Description
The University of Maryland School of Medicine has an exciting opportunity for a Contracts and Grants Specialist or Senior Specialist to work in the Department of Psychiatry.  The selected candidate will work closely with the Contracts and Grants Director to resolves issues and significant matters on behalf of management by utilizing independent judgment, discretion, creativity, and analytical thinking. The selected candidate’s title will be determined based on their education and experience. The Exempt, Regular position offers a generous benefits package that includes 22 vacation days, 14 floating and holidays, 15 sick days; comprehensive health insurance and retirement options; and tuition remission for employees and their dependents at any of the University System of Maryland schools. The University of Maryland, Baltimore was ranked one of America's Best Large Employers by Forbes Magazine. (Feb 2021)  Essential FunctionsSpecialist

  • Provides contract and grant preparation review to understand requirements for the application process. Prepares guidelines for the submission. Provides the groundwork for the application required documents. Works with management to identify priorities of gathering and processing documents and develops contract requirements containing quantifiable specifications and measurable performance criteria. Reviews application forms, contract templates, correspondence and selected agreements for appropriate presentation of compliance information. Develops timeline to meet submission deadlines and checklist of required documents. Generates required documents checklist for grant application.
  • Acts as point of contact and develops relationships with UMB parties, sponsor, and sub-contractors to ensure the contract or grant short- and long-term milestones are met. Safeguards the integrity of the grant or contract administration.
  • Navigates the Subcontract process through University systems, and provides groundwork to partners to ensure partnership is in compliance with University standards.
  • Collaborates with principal investigator (PI) and management to develop project plan by interpreting policy and procedure.
  • Reconciles budget based on approved budget by sponsor. Provides current and historical budget data to project expenditures and forecast income. Works with staff on identified potential ledger variances.
  • Prepares and reviews financial status reports and invoices. Organize the close out procedures with Faculty. Sets timelines to have the documents complete. Reviews final closeout.
  • Ensures all results are completed and submitted to sponsor. Identifies and assists in issue resolution and escalates as needed.
  • Acts as point of contact and advised PI on all financial transactions, such as travel, purchasing, or subcontracting.
  • Interprets and applies Federal, State, and sponsors guidelines and requirements.
  • Reviews applications for funding and process. Prepares grant and contract budget and application in line with University and federal policy.
  • Maintains and tracks required training documents and ensures all parties are in compliance with regulations.
  • Performs other duties as assigned.
Senior Specialist
  • Prepares grant and contract budget and application. Finalizes documents for submission. Validate proposal error and/or warnings. Knowledgeable in all funding mechanisms and interprets of federal, state, University, sponsor policies and regulations and requirements to ensure compliance and adherence to those policies.
  • Provides consultation, advice, and directions to all level staff and faculty regarding grant and/or contracting issue resolution.
  • Translates program requirements into contract terms in consultation with principal investigator (PI) and management. Identifies, develops, and ensures contract requirements contain quantifiable specification and measurable performance criteria. Validates the performance criteria will meet the requirements. Ensures all results are completed and submitted to sponsor.
  • Reviews sponsor guidelines and request for proposals, interpret and communicate compliance and eligibility information to research faculty and staff. Seeks information to obtain better understanding of processes. Identifies inconsistencies in process and develops suggestions for improvements to ensure higher quality processes in conjunction with the Office of Research of Development.
  • Maintains all close documentation for the department and the sub awards. Seeks approvals for invention statement and publications have been completed in ERA commons.
  • Interprets data for the purpose of determining past financial performance to develop and prepare financial reports for financial analysis, forecasting, and trending. Devises financial reporting tools and reports. Recommends overall adjustments in effort allocation and spending across investigator portfolio. Provides PI and management with adhoc reports in support of strategic plan.
  • Develops safeguards to ensure the integrity of grant administration or contracts and protects the University from financial losses. Ensures sub-awards are also in compliance with terms and conditions of the award.
  • Identifies issues and resolves independently. Anticipates roadblocks and able to independently resolve proactively.
  • Develops evaluation criteria for review of grant and contract applications. Reviews and interprets funding agency guidelines and regulations and advises faculty as to policies and procedures of those agencies as well as those of the state and University.
  • Develops timeline to meet submission deadlines and checklist of required documents and independently adjusts timeline to adapt to change. Adhere to set timelines. Independently prioritizes processes to ensure timelines are met.
  • Provides guidance on staffing and budgetary requirements. Reviews and maintains documentation related to cost transfers, requests for expenditures, effort reporting, budget revisions, and fund statements. Coordinates invoicing, accounts receivable, and deposits in the financial system and ensures payments are applied correctly. Anticipates spending to ensure contract funds are fully utilized with in contract date.
  • Interacts directly with designation sponsor representatives to clarify ambiguous terms and conditions, and to request supplemental funding, no cost extensions, and other administrative requests.
  • Identifies future funding opportunities and work with PI to identify research components
  • Acts as point of contact for all UMB parties and sponsors involved in the negotiation process
  • Maintains, identifies, and resolves any delinquent trainings, conflict of interest, and any other institutional compliance requirements.
  • May provide work coordination or oversight of others.
  • Performs other duties as assigned.

Specialist: Bachelor's degree. Three (3) years of accounting, budget, contract, grant, or research administration experience. Related experience may be substituted for education.
Senior Specialist: Bachelor's degree. Master's degree preferred. Five (5) years of directly related contract, grant, or research administration. No substitution of experience for education.
Financial disclosure reporting required by State of Maryland Ethics Committee.    The Hiring Range for the Specialist is in the $60,000s, commensurate with education and experience.
The Hiring Range for the Senior Specialist is in the $70,000s, commensurate with education and experience.
    UMB is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law or policy. For assistance related to employment, please contact the Staffing department at [email protected]
If you anticipate needing a reasonable accommodation for a disability under the Americans With Disabilities Act (ADA), during any part of the employment process, please submit a UMB Job Applicant Accommodation Request. You may also contact [email protected] Please note that only inquiries concerning an ADA request for reasonable accommodation will be responded to from this email address. 

Job: Reg or CII Exempt Staff
Shift: Day Job
Organization: School of Medicine - Psychiatry
Job Posting: Apr 12, 2021
Unposting Date: Ongoing




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Job No:
Posted: 3/25/2021
Application Due: 7/14/2021
Work Type: Full Time