Research Administration Budget Specialist

Job Description


Job Req ID:


General Summary/Purpose:

The School of Nursing (SON) Research Administration Budget Specialist will receive necessary training, coaching, support and guidance to progress through the Research Administration and Finance functions. This position is designed to provide the experience, development and training needed for a new college graduate or individual with little experience to begin a career in the research administration and finance program. The Research Administration Budget Specialist will receive development and training opportunities that will assist in advancement and progression in research administration and finance at SON. The Research Administration Budget Specialist will provide dedicated para-professional level sponsored funds and financial/budget support with specific responsibility for pre-award and post-award functions that includes, but may not be limited to assisting with: proposal preparation, budget preparation, account reconciliation, billing/invoicing, standard report writing, and close-out procedures. This role will assist with some aspects of non-sponsored funds (general funds and gifts), the primary goal of this position is to support the timely, effective and efficient functioning of sponsored funding and finance and budget duties and responsibilities. The ideal candidate will be responsible for monitoring the use of departmental sponsored and non-sponsored funding, processing financial transactions, providing budgetary reports to the Research Administration manager and other members of the management team, and providing general operational support for Research Administration and SON. 

Job Scope/Complexity : This role functions under the direct supervision of a more senior member within the SON research administration team / finance team and receive guidance from SON higher level personnel related to the pre-award and post-award process and budget responsibilities.

Types of sponsored awards for which the position is responsible: This position assists with pre and post award support responsibilities from simple to moderately complex grants/contracts, including, but not limited to, those from NIH, NSF, DOD and NASA. These grants, contracts and awards may involve moderate budgets, Foundation grants and Subawards from other institutions on their federal pass-through grants.

Primary Duties and Responsibilities:

  • Partner with a senior member of the SON research administration team / finance team to provide administrative and general financial support to assist with the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies
  • Interface with members of the SON Business Office Budget team and representatives from Office of Research Administration (ORA), under the guidance of a more senior member of the SON research administration team
  • Work toward understanding of institutional policies for pre-award grant process and sponsor guidelines
  • Assist with review of sponsored project proposals for assigned grants of basic complexity, prior to them being finalized by a more senior member of the SON research administration team
  • Review process involves verifying accuracy, content and adherence to all relevant internal and external guidelines
  • Provide preparation assistance and support related to grant application procedures, at the direction of a senior member of the SON research administration team
  • Research payroll discrepancies as needed. Map and or remap payroll support for faculty and research staff as needed. Identify any gaps or concerns and formulate resolutions for discussion with manager or Sr. GCA
  • Under the direction of a more senior member of the SON research administration team gather data related to grant completion and on-going grant/contract management
  • Develop and analyze budgets
  • Formulate decisions and make recommendations on financial allocations, advising management and working as part of the department’s research administration and financial team
  • Review budgets and related justification for appropriateness and completeness of content
  • Verify that all applicable and indirect costs have been applied
  • Involve a more senior member of the SON research administration team for direction, as needed
  • Ensure compliance in all other areas related to grant and contract management, including sponsoring organization guidelines, internal protocols, accurate protocol information within grant documents, conflicts of interest, etc.
  • Coordinate related details for all assigned grant submissions to ensure timeliness and accuracy
  • Assist with annual budgeting or strategic financial planning
  • Work with department or unit administrative staff and/or faculty in the compilation of information related to expenditures and/or revenues for a variety of accounts, e.g., general funds, grants, contracts, endowments, revenues, gift accounts
  • Maintain ongoing updates and communications related to current grants and contracts, this includes regular auditing and reporting to principal investigators and research management under the oversight of a senior member of the SON research administration team
  • May assist with general administrative support of grant closeouts as needed
  • Assist PI with grant submission budget development using appropriate cost rates for indirect and benefit costs, including all anticipated cost projections
  • Assist with grant closeout, such as ensuring the timely submission of the financial and other reporting
  • Assist with award setup details, after grant number is assigned as assigned
  • Support all relevant post-award responsibilities, as requested by senior members of the SON research administration team, including account reconciliation, effort reporting, cost transfers, paying invoices, closeouts and related faculty support

  • Minimum Qualifications (Mandatory):

  • Bachelor's degree
  • One year 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:

  • MPH or MS in relevant field preferred
  • Special Knowledge, Skills, and Abilities:

  • General knowledge of accounting and budgeting theory and practices required
  • General knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred
  • Ability to understand when additional direction/expertise is needed on matters of complexity
  • Able to make decisions on a daily basis, within pre-determined guidelines and parameters.
  • Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines
  • General understanding of external Federal Guidelines and procedures regarding grants and contracts
  • Basic working knowledge of Microsoft application – Outlook, Excel, Word, Teams and Zoom
  • Basic working knowledge of Internet, Google Chrome and comfortable with working in websites and portals
  • Detailed oriented with high attention to detail
  • Able to maintain confidentiality and work with confidential information
  • The successful candidate(s) for this position will be subject to a pre-employment background check.


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