Grants Specialist

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Updated: January 24, 2018
Job ID: 213442
Status: Full-Time
Regular/Temporary: Regular
Location: Bethesda, MD, United States

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HJF is seeking a Grants Specialist to support the Research Administration Department located at the Corporate Headquarters in Bethesda, Maryland. Position works directly with investigators, site administrators, funding agency contacts, and other Foundation departments to manage pre-award and post-award sponsored programs activities including proposal development, budgeting, project execution and evaluation, research administration and close-out.  Works in a team setting with other grants specialists and reports to a grants manager.


  1. Coordinate with Research Initiative Office on upcoming proposals. 
  2. Work directly with program managers, SPAs and investigators as needed to prepare non-competing grant applications by assisting with budget development and budget review, text formatting, overall compliance with submission guidelines of the funding agency and the specific proposal requirements, grant submission authorization from the performance site institution, and various assurances and certifications.
  3. Track and facilitate the internal progress of proposals in view of established deadlines and agency regulations and assists in the collection of documents necessary to process proposals.
  4. Review grant applications prior to submission by the Foundation to funding agencies or private sponsors and assures that the applications are accurate, complete, and comply with all applicable Foundation, Federal, State and County regulations and conform to all policies and regulations of the research performance sites.
  5. Review award agreement, and if necessary, negotiate the terms and conditions with sponsors. Directly interact with sponsors to obtain necessary approvals. Act as a liaison between sponsors and programs.
  6. Set up or attend kick-off meetings with PIs and PMs before a new award is set up to review sponsor terms and conditions, advise financial structures, plan future work including setting up subcontracts and Subawards, and address other concerns of the Program.
  7. Set up award including other award information, reporting requirements and corresponding budget in the Oracle financial system in accordance with: 1) the sponsor’s award terms 2) the PI or Program Manager operational management needs, and 3) in adherence to the Foundation’s best practices to ensure accurate corporate reporting.
  8. Advise Principal Investigators and researchers regarding meeting award requirements, understanding terms, and providing necessary budget changes and justifications.
  9. Coordinate and interact with Office of Regulatory Affairs and Research Compliance to make sure all approvals are obtained for research.
  10. Work with program personnel, finance and accounting to solve financial issues of program including financial reporting discrepancies, changes in indirect cost rates, projected deficits, tentative funding etc.
  11. Assist and advises program managers, SPAs and investigators in project management including assisting with rebudgeting to get the maximum operational success through Oracle but also assuring that changes are accurate and allowable with Foundation policies, performance site organization policies, Federal regulations, and funding agency requirements or restrictions; monitoring the status of appropriate assurances (animal use, human subjects, etc.); assuring that funding agency reporting requirements are met.
  12. Ensure all reporting requirements are met.
  13. Coordinate with Subaward Team on initiate new subawards, modifications, and close out of Subaward.   Assist Subaward Team to resolve any grants issue (see separate section on subawards).
  14. Serve as the Foundation's initial point of contact on matters pertaining to sponsored programs.  This includes assisting A/P with questionable disbursement requests on grants in the specialist’s portfolio, approving equipment and foreign travel requests, requesting personnel changes due to projected deficits etc.  Also approves personnel actions to ensure they are allowable, allocable and that there are sufficient funds to cover the actions.
  15. Maintain the grant file and ensures appropriate documentation is included in the file to withstand any audit.
  16. Uses FileMaker Pro, Oracle, Microsoft Word and Microsoft Excel applications, and others as needed to perform and enhance pre-award and post-award services
  17. Maintain expertise in Research Administration by keeping abreast of regulations and other news effecting research administration.
  18. Completes other projects as assigned.

Required Knowledge, Skills, and Abilities:  Knowledge of and experience in research administration or financial and/or accounting management in an academic or business setting with the ability to inter­pret and understand regulations and operations, and ability to understand different business processes and operate different financial and database systems.  Strong customer service, interpersonal and computer skills; ability to meet multiple deadlines and handle multiple priorities, and ability to become proficient on Oracle Grants and Financials software.

Preferred Education/Training Requirements:  Bachelor’s Degree (preferably in Business Administration, Health Care Administration, or related field).

Minimum Experience: 0 to 2 years directly related experience in research management or financial management, preferably in grants management at a university, medical school, or nonprofit institution.  Strong financial experience will be considered.  Federal govern­ment contracting experience will be considered.

Physical Capabilities:  Requires long hours of sitting and working at a computer.

Work Environment:  Office environment.

HJF is an equal opportunity and affirmative action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.