Description

Job Description

The University of Maryland, Baltimore (UMB), Department of Obstetrics, Gynecology and Reproductive Sciences (OB/GYN) is currently recruiting for a Contracts and Grants Professional (Contracts & Grants Specialist or Senior Contract & Grants Specialist). The selected candidate will establish and maintain effective working relationships with faculty, administrators, staff, and students to provide the highest level of pre-award and post-award management for sponsor-related funds. The position is also responsible for conceptualizing, developing, and providing ongoing training and education to the University of Maryland, Baltimore research community to increase institutional knowledge related to grants and contracts. The incumbent will prepare and record journal entries and reconcile balance sheet accounts. The position will prepare monthly financial statements and variance explanations for the Department and assist the Director of Finance as necessary.

The position independently leads a contract and grants team and is responsible for hands-on oversight and management of a sponsor-based portfolio. Manages the grant process from development, review, and submission through the post-award stage at the University of Maryland, Baltimore. Identifies, develops, and implements procedures/practices to ensure research administration goals and objectives are met while complying with University, federal, state, and sponsor rules and regulations. Candidates will be considered for either a Contracts and Grants Specialist or Senior Specialist. The level of the position will be determined by the selected candidate's qualifications.

BENEFITS (Exempt Regular):

UMB offers a comprehensive benefits package that prioritizes wellness, work/life balance, and professional development. This position participates in a retirement program (pension or optional retirement plan/ORP) that must be selected and is effective on your date of hire. Exempt regular staff receive a generous paid leave package that includes over 4 weeks of vacation accrued each year, 16 paid holidays, 3 personal leave, unlimited accrual of sick time, and comprehensive health insurance; professional learning and development programs; tuition remission for employees and their dependents at any University System of Maryland school; and flexible work schedules and teleworking options (if applicable per job).

UMB is a public university and constituent institution of the University System of Maryland. All employees are expected to work primarily physically within the State of Maryland.

ESSENTIAL FUNCTIONS:

Contract and Grants Specialist

• Provides 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. Review application forms, contract templates, correspondence, and selected agreements for appropriate presentation of compliance information. Develops a timeline to meet submission deadlines and a checklist of required documents. Generates required documents checklist for a grant application.
• Acts as point of contact and develops relationships with UMB parties, sponsors, 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 the groundwork to partners to ensure the partnership complies with University standards.
• Collaborates with the principal investigator (PI) and management to develop a project plan by interpreting policy and procedure.
• Reconciles budget based on approved budget by the 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 the 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 budgets and applications in line with University and federal policy.
• Maintains and tracks required training documents and ensures all parties comply with regulations.
• Prepare balance sheet reconciliations and financial statements to include actual to-budget variance explanations to the practice/department with accuracy.
• Prepare audit schedules independently.
• Proactively identify errors and issues and resolve them independently.
• Document and understand accounting control procedures.
• Performs other duties as assigned.

Senior Contract and Grants Specialist

• Prepares grant and contract budget and application. Finalizes documents for submission. Validate proposal errors and/or warnings. Knowledgeable in all funding mechanisms and interprets federal, state, University, and 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 the principal investigator (PI) and management. Identifies, develops, and ensures contract requirements contain quantifiable specifications and measurable performance criteria. Validates the performance criteria will meet the requirements. Ensures all results are completed and submitted to the sponsor.
• Review sponsor guidelines and request for proposals, interpret and communicate compliance and eligibility information to research faculty and staff. Seeks information to obtain a 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 statements and publications have been completed in ERA Commons.
• Interprets data to determine 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 ad-hoc reports in support of the strategic plan.
• Develops safeguards to ensure the integrity of grant administration or contracts and protect the University from financial losses. Ensures sub-awards are also in compliance with the terms and conditions of the award.
• Identifies issues and resolves them independently. Anticipates roadblocks and can independently resolve them 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.
• Guides 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 within the 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 training, conflict of interest, and any other institutional compliance requirements.
• May provide work coordination or oversight of others.
• Prepare balance sheet reconciliations and financial statements to include actual to-budget variance explanations to the practice/department with accuracy.
• Prepare audit schedules independently.
• Proactively identify errors and issues and resolve them independently.
• Document and understand accounting control procedures.
• Performs other duties as assigned.

Qualifications:

MINIMUM QUALIFICATIONS

Contracts and Grants Specialist

Education: Bachelor's degree.

Experience: Three (3) years of accounting, budget, contract, grant, or research administration experience.

Other: Financial disclosure reporting required by the State of Maryland Ethics Committee. Related experience may be substituted for education.
Completion of a 12-credit Research Administration graduate certificate program can be considered for the equivalent of one (1) year of relevant research administration work experience.

Contracts and Grants Senior Specialist
Education: Bachelor's degree. Master's degree preferred.

Experience: Five (5) years of directly related contract, grant, or research administration.

Other: Financial disclosure reporting required by the State of Maryland Ethics Committee. Related experience may be substituted for education.
Completion of a 12-credit Research Administration graduate certificate program can be considered for the equivalent of one (1) year of relevant research administration work experience.

KNOWLEDGE, SKILLS, AND ABILITIES

Accomplishes responsibilities by applying specialized and theoretical knowledge, principles, and concepts of a professional discipline normally acquired through advanced education or specialized training. Resolves issues and significant matters on behalf of management by utilizing independent judgment, discretion, creativity, and analytical thinking. Contributes to the development and evaluation of goals and objectives. Creates solutions to ensure legal and policy compliance. May supervise, mentor, or coordinate the work of others (positions that supervise are responsible for service delivery, quality assurance, and employee performance). May independently manage or administer programs, processes, projects, or resources.

HIRING RANGE: $77,000 - $86,000 per year for Specialist / $90,000 - $100,000 per year for Senior Specialist / Commensurate with education and experience

UMB is committed to cultivating a diverse and inclusive workforce and is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, ancestry or national origin, sex, pregnancy or related conditions, sexual orientation, gender identity or expression, genetic information, physical or mental disability, marital status, protected veteran's status, or any other legally protected classification.

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 leave_and_accom@umaryland.edu. Please note that only inquiries concerning an ADA request for reasonable accommodation will be responded to from this email address.

The University of Maryland, Baltimore prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to the Title IX Coordinator. Read the UMB Notice of Non-Discrimination for more information.