Program Administrator

Maryland, United States
Salary Not Specified
Apr 15, 2021
Employment Type
Full Time

Johns Hopkins University

Job Description

Classified title: Program Administrator

Role/Level/Range: ATP-3-PB

Starting Salary Range: Commensurate with experience

Employee group: Full time

Employee subgroup (FLSA Status): Exempt

Position Type: New

Schedule (hours/days): 8:30 am to 5:00 pm

Personnel area (School): Academic and Business Centers

Org unit name and #: Global Programs - 60000109

Department name: Jhpiego

Reports to (Job title): Reports to (Job title): Sr. Program Officer

General summary/purpose:

The Program Administrator will work in close collaboration with the Program Officer, Finance Manager, and representatives from different Jhpiego departments (e.g., Contracts Management Compliance Division [CMCD], Travel, Procurement, Global External Communications Office [GECO]) to support country teams and global projects to successfully implement projects. The Program Administrator is responsible for ensuring that administrative tasks are completed. The exact support needed will vary by country, but will likely include: US-based procurement, processing contracts, setting up payments from US, setting up meetings, taking notes, reviewing/editing reports, minor translation needs for certain countries, etc.

Specific duties & responsibilities:

  • Support activities in start-up workplan, which could include:
  • Set up routine meetings to review status of startup plan
  • Process consultant contracts liaise with GHR to assist with setting appropriate rates for consultants
  • Manage procurement plan
  • Procure HQ items
  • Procure country items
  • Set up preferred vendors
  • Travel to country to find and set up office space, set up and pay vendors, etc.
  • Schedule routine country meetings (including HQ Ops meetings) with all relevant people, take notes including follow-up action items and person responsible
  • Maintain Team Site (notes, project file and documents) and ensure all project documents are uploaded on internal intranet site
  • Support translations needs
  • Light editing of project reports and routing reports, documents, communications materials through GECO’s Workfront system as needed
  • Support internal presentations in Baltimore for countries supported
  • Hire/pay US based vendors consultants
  • Manage procurement plan with in-country team
  • Procurement of items from US via internal Jhpiego procurement system
  • Travel support for country team to HQ or conferences
  • Registration country team at conferences
  • Process awards/mods/and payments for sub-awards
  • Process requests through GECO
  • Set up routine closeout meetings
  • Ensure Admin closeout tasks completed (per workplan); e.g.,
  • Work with CMCD to make sure all HQ vendors paid
  • Sub-awardees closed out
  • Project Documents stored according to policy
  • Disposition plans
  • .

    Minimum qualifications (mandatory):

    • BA or equivalent with 2+ years’ program and administrative experience in international environment
    • Understanding of global health and development approaches
    • Knowledge of administrative processes and approaches and financial reporting and reconciliation
    • Knowledge of contracts and global program operations
    • Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform
    • Proficiency in writing and editing letters, reports and documents
    • Ability to interact skillfully and diplomatically with numerous counterparts, both domestically and internationally
    • Strong decision-making skills and results-oriented approach
    • Aware of and sensitive to working in multiple socio-economic settings and with multi-cultural groups in a developing country environment
    • Comfortable with a team approach to programming and the ability to manage several major activities simultaneously
    • Proficiency in MS Office Experience living, working or studying overseas 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 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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