Classified Title: Assistant Administrator Working Title: Assistant Administrator Role/Level/Range: ATP/04/PF Starting Salary Range: $79,864.00 - $109,781.00; Commensurate with experience Employee Group: Full Time Schedule: Monday - Friday, 8:30am - 5:00pm; plus Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department Name: Medicine, Division of Infectious Diseases Personnel Area: School of Medicine
The Department of Medicine is seeking an Assistant Administrator to work in collaboration with the Division Director and Division Administrator. The Assistant Administrator will oversee planning, administration and management of the 10 staff and 500 accounts and over $50 million annual sponsored portfolio for the Division of Infectious Diseases on the East Baltimore and Bayview campuses. The role includes oversight for both pre and post award activities for a variety of complex grants, contracts and awards. Supports all aspects of the ID mission by providing administrative leadership in the development of efficient and effective administrative processes related to sponsored research. Directly supervises approximately 10 Grants and Contracts Analysts.
Reports to the Administrator for Infectious Diseases, with an indirect reporting relationship to the Assistant Administrators for Sponsored Projects in the Department of Medicine.
Primary Duties and Responsibilities:
Serve as department/division liaison for Departmental Sponsored Projects Office, Office of Research Administration and University Shared Services.
Partner with and act as final point of contact with departmental faculty and/or budgetary staff and the Office of Research Administration toward the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies.
Oversees sponsored staffing and personnel management, employment and compensation issues, performance management issues, disciplinary actions and salary planning.
Responsible for effective staff management, including hiring and orientation, training and development, workflow and performance management, and the promotion of an inclusive and innovative work environment.
Identify opportunities and champion major initiatives for continuous improvement in support of internal controls and financial reporting processes.
Serves as key resource for strategic financial operational planning.
Oversees annual budget planning and preparation for sponsored activities for the division.
Manage process of final grant package presentation and approval with the Office of Research Administration.
Responsible for the timely preparation of proposal budget for Principal Investigator Review.
Revise and advise on approved budget changes to awarded grants/contracts.
Develop and oversee the maintenance of budget monitoring systems for JHU departmental funds. Review SAP reports, analyze variances and take appropriate action.
Manage internal sponsored audits and the development of an account reconciliation system for sponsored accounts.
Develop reports for forecasting and trending of expenditures of awards.
Manage the process for delivering the technical and financial reports for private and government sponsors.
Provide on-going guidance, facilitation & expertise to faculty in their grant pursuit efforts by providing analysis of all grant and contract applications.
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.
Maintain ongoing updates and communications related to current grants and contracts, this includes regular auditing and reporting to principal investigators on financial status of grants, contracts and discretionary accounts. Also provide relevant updates and reports to departmental leadership, as needed.
Provide regular reporting to principal investigators on financial status of grants, contracts and discretionary accounts. Assist with closeout of grants and contracts.
Ensure that related post-award processes are coordinated appropriately by members of the grants & contracts team, including award setup, review, account setup verification, and ensuring that staff is setup appropriately.
Ensure that post-award responsibilities are completed, including budget distribution, account reconciliation, e-form setup, effort reporting, cost transfers, paying invoices and paperwork finalization related to subcontract setup.
Oversee and direct all aspects of complex award management activities and provide oversight to other members of the grants & contracts team, including monitoring and managing accounts, audits, and evaluations and reporting.
Provide information and direct assistance required to complete contract and grant closeouts, as needed. Ensure that all closeouts handled by other members of the grants & contracts team have been handled appropriately.
Ensure compliance in all other areas related to grant and contract management, including compliance registrations, safety and environmental health issues, internal protocols, conflicts of interest, etc.
Scope of Responsibility:
Knows the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division. Is sensitive to the interrelationship of both people and functions within the department.
Decision Making: On a regular and continuous basis, exercises administrative judgement and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
Authority: Directly supervises the activities of staff or a function and/or represent the function at meetings.
Communication: Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.
Bachelor's degree in accounting, business, or related field; required. Master's degree in a related field may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Seven years progressively responsibilities in finance required. Advanced knowledge in the use of financial software applications, databases, spreadsheets, and/or word processing required. Database administration skills to normalize/de-normalize data, implement security and roles, and create quality assurance processes to validate data. Financial reporting skills for reporting transactions, periodic financial statements, and graphic reports with web-based tools. Familiarity with Database Extraction Transformation.
Two years of experience working in a lead or supervisory capacity with extensive supervisory responsibilities or high level, direct involvement in JHU grants and contracts leadership development training projects, serving as a recognized subject matter expert.
Knowledge of accounting and budgeting theory and practices required. Thorough knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.
Ability to make independent judgments and to act on decisions on a daily basis.
Proven ability to provide leadership, management and training to the sponsored research team.
Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
Thorough knowledge of external Federal guidelines/procedures for grants and contracts, including NIH, NSF, DOD and NASA.
Strong communication skills are required as well as tact and discretion. Maintain strict confidentiality of payroll/personnel and budget information.
Knowledge of Excel, Access and Word.
Knowledge of JHU on-line systems for budgets, purchasing and accounting preferred.
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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