Grants & Contracts Administrator

Lieber Institute for Brain Development

Baltimore, MD

ID: 7092199
Posted: January 13, 2022
Application Deadline: Open Until Filled

Job Description

A little about us:

The Lieber Institute for Brain Development (LIBD) was established in 2010 to plot a new course in biomedical research that would change the lives of individuals affected with developmental brain disorders. We are one of the only research institutions in the world focused specifically on understanding how genes and the environment influence the way our brains develop that lead to conditions such as schizophrenia, autism, bipolar disorder and related developmental brain disorders. Through our cutting-edge research, answers are emerging and being translated into a robust pipeline of new drugs in development. And, by focusing on genes and their dynamic interplay with the environment, we are getting even closer to the “holy grail” in medical research, the discovery of strategies for primary prevention.

We are a group of dedicated, multidisciplinary and optimistic researchers, working at the cutting edge of science, utilizing state-of-the-art tools to unlock the mystery of the brain and transform the way we approach the development of new treatments, and ultimately cures. LIBD is an independent 501(c)(3) medical research institute located in the Bioscience Park on the campus of the Johns Hopkins School of Medicine and Hospital in Baltimore, MD.

Job Summary:

The Grants & Contracts Administrator is responsible for managing the entire grant process from development, review and submission through the post-award stage. S/he will work independently on a variety of grants and contracts as well as assist with some aspects of non-sponsored funds.

The position will be responsible for pre-award and post-award functions that include, but may not be limited to: proposal preparation and budget development per sponsor guidelines, securing of Institutional approvals, compiling of ASSIST application, submission, reviewing all Notices of Grants Awards from sponsor, budget development, account maintenance and oversight, billing/invoicing, reporting, compliance, No-Cost-Extensions, competitive renewals, carryover requests, administrative supplements, and closeout. Ensuring compliance in all areas related to grant and contract management, including sponsoring organization guidelines, internal protocols, accurate protocol information within grant documents, conflicts of interest, etc.

The position will report to the Director of Alliances and Research Administration and work closely with multiple scientific and business units across the Institute.


· Collaborate with PIs, research, administrative and scientific staff to prepare all types of grant applications, as well as provide instruction and support related to grant application procedures considering sponsor guidelines.

· Create sponsored budgets and budget justifications, considering specific guidelines, formats, LIBD salaries and internal and outsourced service costs for all activities. Ensure appropriateness of included costs and completeness of content.

· Interface with and assist subrecipients and their external research administrators in preparation of their pre-award application packets and related activities.

· Review final grant application drafts for accuracy, content, adherence to all relevant guidelines.

· Secure all internal Institutional approvals prior to submission.

· Upload documents and compile grant applications using sponsor’s online platforms e.g. NIH ASSIST and submit applications.

· Assist PI in JIT submission.

· Review all Notices of Grants Awards from sponsor, inform PI, Director and finance on any special requirements, prepare budgets, consortium agreements, and sub agreements. This review is critical for accuracy, content, and adherence to institutional, government, and other sponsor guidelines.

· Work with the Director of ARA, General Counsel, external stakeholders to setup sub-agreement documentation, including accurate completion of FDP forms, matching to approved budget and scope of work. Assist in sub-recipient risk analysis and ensure establishment of sub-contracts immediately post-award. 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.

· Review awarded grants to compile resource requests, service and equipment needs.

· Work closely with PI, Director and Finance team to sustain complex database excel spreadsheets, review awarded grants on a monthly basis to monitor actual expenditure levels against budgets and funding obligations. Perform account reconciliation including monthly variance reports on research actual results, and assist in monthly reviews to ensure that PIs are utilizing budgets fully and in alignment with research strategies. Maintain open lines of communication with PIs as part of a financial review meeting and or to resolve a sponsored research expenses over-run or purchase.

· Determine updated monthly accruals and projections to support forecasting accuracy and project completion as required.

· Assist in preparation and submission of Progress Reports.

· Keep abreast on laws and regulations that apply to sponsored projects and designated funds

· Work closely with Director of ARA in developing and / or facilitation of SOPs, training programs for junior faculty in the pre and post award process; educational resources and manuals; one/one training and the onboarding process for new faculty to the grants submission process

· Provide guidance regarding the interpretation of applicable contract, grant and cooperative agreement terms and conditions, as well as other administrative rules, cost principles under OMB (including A-21, A-133, A-110, 22CFR226, 22CFR228, and FAR)

· Assist with some aspects of non-sponsored funds.

· Other duties as assigned.


· Bachelor’s degree required, preferably in Biological sciences, Finance, Business or related field.

· A minimum of five years directly related experience in sponsored research i.e. progressive pre- (proposal submission) and post award experience, preferably in an academic or medical institution setting.

· Must have a thorough knowledge of external Federal guidelines/procedures for grants and contracts, including NIH, DOD and Pharmaceutical companies

· Solid organizational skills, detail oriented functioning and the ability to handle multiple tasks, meet deadlines and confidential materials.


· Proficiency in Microsoft Access and SharePoint is strongly preferred

· Ability to work with limited supervision. This position requires a high degree of independent action and adherence to strict timelines

· Ability to make independent judgments and to act on decisions on a daily basis

· Ability to prioritize own work and work of others as needed.

· Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.

· Ability to continuously validate and verify information needed for decision making or accuracy of documentation

· Very strong organizational skills, analytical and problem-solving abilities, and attention to detail

· Ability to work collegially with small, close-knit teams

· Ability to maintain confidentiality

· Strong interpersonal and communication skills, both oral and written

** If accommodations are needed due to pregnancy or a disability, please contact [email protected]

EEOC Statement: At the Lieber Institute, we are committed to a work environment of mutual respect where employment decisions are based on merit. As an equal opportunity employer, the Lieber Institute does not discriminate in employment opportunities on the basis of race, color, religion, color, sex, gender identity/expression, sexual orientation, pregnancy, marital status, age, national origin or ancestry, citizenship, disability (physical or mental), genetic information, military service, or other non-merit based factors protected by state or federal law or local ordinance, with regard to any position or employment for which the applicant or employee is qualified.