Project Administrator

Johns Hopkins Institute for Basic Biomedical Sciences (IBBM) seeks aDeputy Director (Project Administrator) of the Biochemistry, Cellular and Molecular Biology (BCMB) graduate program who will be responsible for all programmatic, academic and administrative aspects of a large, multidisciplinary PhD program at the School of Medicine. The program includes 100 faculty members from seven basic science departments and approximately 120 students. The Deputy Director reports to the faculty director and represents the Director in many facets of the program. The Deputy Director is specifically responsible for academic program planning, implementation, assessment and evaluation, as well as student advising and supervision.

Specific Duties & Responsibilities:

Leadership Responsibilities– 50%

Overall Program

• Responsible for strategic leadership, operational management, analysis, reporting, collaboration, and outreach.
• Strategically identifies issues or needed program changes.
• Develops, implements, and directs ideas and changes for program development and improvement.
• Develops and leads initiatives that address the needs of the BCMB program and improve outcomes for current students and alumni.
• Meets with faculty to relay program information, changes and expectations.
• Promotes engagement of and collaboration among all stakeholders (faculty, students, alumni, leadership)
• Leverages resources across the University toward the design, implementation and evaluation of new policies, procedures and resources.
• Ensures that new requirements for federally sponsored support are met, including development of new curricula and programming for career preparation.
• Provides documentation required by the institutional Doctor of Philosophy Board and represents the program when it is evaluated.
• Represents BCMB at institutional MA-PhD committee and other University forums.
• Represents BCMB program nationally and internationally.

Communication and Collaboration

• Establish and maintain strong partnerships with faculty members, administrators, and other stakeholders to ensure that activities align with the learners needs, program goals, and evidence based best practices.
• Engages in effective collaboration with internal partners (i.e., the Registrar’s Office, the Office of Graduate Student Affairs, the Student Assistance Program, the Business Office, the Professional Development and Career Office, the Office of Assessment and Evaluation, the Office of Information Technology, the Office of the Provost, basic science administrators and directors, directors and administrators of other graduate programs, etc.) and external partners (i.e., the National Institutes of Health, alumni, etc.).
• Fosters interaction and exchange of ideas with other graduate program directors at the School of Medicine and with peer institutions through personal communication and attendance at national conferences.

Evaluation

• Develops and directs a comprehensive evaluation plan utilizing feedback from all stakeholders to improve program offerings and outcomes
• Develops surveys to evaluate program activities and procedures.
• Collaborates with the Office of Assessment and Evaluation (OAE) to improve on rubrics for competencies assessment and course evaluations.
• Designs, directs, and implements programmatic changes based on evaluation data, including suggested curricula changes.

HR/Management

• Recruits, hires, trains, motivates and supervises staff, including setting priorities, providing guidance, motivating and holding staff accountable.
• Promotes a positive work environment and foster strong working relationships among team members
• Determines staffing levels, training and continuing education opportunities for staff career development in order to meet the changing needs of the program.
• Determines cost effectiveness of office staffing and practices to ensure maximum efficiency.
• Develops written procedures that determine workflow and responsibility for various projects and tasks.
• Develop, recommend and implement short and long range goals and objectives for the team

Marketing and Promotional Activities

• Ensures appropriate program promotion and representation in the biomedical community
• Oversees the design of program promotional materials.
• Serve as the primary contact with external network of schools, associations, and organizations, as required.
• Solicits participation by students, faculty and staff in recruiting conferences and career fairs.
• Edits and maintains website presence to provide accurate information for prospective applicants.
• Facilitates a strong social media presence (e.g. BCMB LinkedIn group) to maintain interaction and engage alumni.

Academic Responsibilities – 35%

Academic Program

• Oversees appointment of new faculty members to the BCMB Program and provides information about the program.
• Develops and implements instructional materials for new faculty on effective mentoring.
• Communicates with course directors and administrators to coordinate and implement the annual core curriculum and facilitate elective course offerings.
• Monitors participation of all faculty members in program activities.
• Develops and recommends course offerings, with consideration of the program objectives and student needs and interests.
• Spearheads curriculum reform, including implementation of active learning in the core curriculum.
• Directs two required courses for first year students (Proposal Writing Workshop and BCMB Research Ethics)

Recruitment and Admissions

• Oversees process of admissions, including processing of ~250 graduate student applications, gathering credentials, scheduling interviews, planning weekend events, arranging travel and reimbursements.
• Develops new goals and mechanisms for recruiting underrepresented minority students.
• Identifies the number of slots available for new students.
• Processes paperwork for acceptance or rejection of applicants.
• Coordinates the matriculation process with the Registrar’s Office, the Office of Student Affairs and the International Office.

Student Academic Progress

• Coordinates and manages all student requirements, including orientation activities, qualifying exams and exam committees, assignment of rotations, thesis committee meetings and graduation paperwork.
• Organizes and directs the semi-annual first year rotation presentations, including educating the students on effective presentations and introducing them for their talks.
• Follows students’ progress through entire program, advising students on academic requirements and assisting in resolving problems using a variety of resources.

NIH Training Program

• Oversees the preparation of National Institutes of Health (NIH) training grant application ($1.1M annual budget) for competitive renewal as well as annual progress reports. This includes ensuring adherence to institutional, government, and other sponsor guidelines.
• Leads site visits when requested by the NIH during the competitive renewal process.
• Selects, assigns and prepares student training grant appointments and manages individual student fellowships as they are awarded.

Administrative Responsibilities – 15%

Financial

• Has overall fiscal responsibility for the academic program, including budget forecasting, operating expenses, and student payroll, tuition and medical insurance payments

• Responsible for all financial decisions, ensuring expenditures remain within the annual budget, and reconciling 5 accounts ($1.6M annual expenditures).
• Authorize all expenditures, analyze and prepare financial reports on the status of the program.

Database Management

• Creates and maintains on a continuous basis a complete database of students and faculty in the program to satisfy federal and university requirements.
• Maintains an alumni database for the entire 45-year history of the program with updated information on all graduates.
• Develops processes for effective monitoring of student progress and alumni career choices, and post career outcome information on institutional web sites as required by the NIH.
• Maintains data tables from student, faculty and alumni records.
• Prepares statistical reports and charts as needed.

Program Activities

• Plans, schedules and participates in various BCMB committee meetings (Policy, Admission, Curriculum, etc.) and follow-up items; Provides recommendations and implements programmatic changes.
• Prepares agenda and meeting materials as needed.
• Oversees the annual program retreat (including site selection and negotiation of contracts for room and board).
• Oversees monthly BCMB Friday seminars, including scheduling faculty and ensuring the talks are well advertised to all stakeholders.

Minimum Qualifications (Mandatory):

• PhD in biomedical science required.
• A minimum of five years of experience in all aspects of academic program administration is required.
• The successful candidate will also have experience outside of academia (e.g. in the pharmaceutical industry or biotech), and in educational assessment.

Preferred Qualifications:

• Postdoctoral experience preferred.

Special Knowledge, Skills & Abilities:

• Analytical problem solving ability
• Strong organizational skills
• Excellent supervisory
• Communication
• Interpersonal skills

Classified Title: Project Administrator
Working Title: Deputy Director BCMB
Role/Level/Range: ACRP/04/MF
Starting Salary Range: $71,510 - $98,410 annually (commensurate with experience)
Employee group: Full Time
Schedule: M - F, 8:30 - 5:00
Exempt Status: Exempt
Location: School of Medicine Campus
Department name: SOM Bas Sci Inst Basic Biomed Sciences
Personnel area: School of Medicine

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 atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

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The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

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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