Program Administrator

The ACCELERATE project is seeking a Program Administrator to support program management functions of the ACCELERATE program based at JHU School of Medicine. The ACCELERATE project delivers services and provides technical assistance to National HIV/AIDS programs in India for comprehensive HIV prevention and treatment targeting key populations.

The Program Administrator provides high-level management of daily operations and of financial and administrative systems and processes for the cooperative agreement- funded program and facilitates the main administrative function for the team in Baltimore in conjunction with the team and partners in India. The incumbent must be able to work well as an integral part of a team must be able to prioritize and respond to priorities assigned by others and must be able to take direction. Success in this position requires an ability to conceptualize, implement and maintain systems that ensure the orderly and timely progress and completion of multiple high priorities.

The Program Administrator will have wide ranging responsibilities and work with academic faculty at Johns Hopkins University (JHU) School of Medicine and School of Public Health as well as program staff based in India to support the vision and management of the ACCELERATE program. The position requires flexibility and willingness to assume varied duties and projects with an emphasis on administrative and financial tasks. The incumbent may assume a leadership role on some programmatic or technical activities/projects as appropriate. We are seeking someone who will work as part of a dynamic team pro-actively meet administrative needs takes the initiative on process improvement can juggle multiple competing priorities and will enthusiastically ensure smooth and timely flow of work in support of an international service implementation project.

Specific Duties & ResponsibilitiesAdministrative & Task-Management

• Maintain and oversee task management system for JHU team, follow-up with team members to complete tasks and support documentation of team progress
• Schedule calls with JHU and India teams, attend calls and take minutes and follow-up on action items
• Provide ad-hoc administrative duties as they arise to support the technical team based at JHU
• Format and proofread reports presentations, publications, and protocols
• Provide direct administrative support to the Program Officer, Project Administrator, and Budget Specialist
• Assist in the hiring process for US and India-based team members
• Assist in orienting and training new staff members to ensure continuity and efficiency

Finance

• Prepare travel reimbursement for team members and request additional documentation when needed
• Maintain contact with subaward partners and contractual partners to request timely submission of reports and invoices
• Coordinate contract management in JHU systems
• Process awards/modifications/ and payments for subawards in coordination with finance team
• Track project/finance deadlines and coordinate to keep the team on track
• Coordinate monthly finance team meeting
• Organize and support travel bookings for team members and program guests
• Manage procurement process of goods and services process, to include vendor sourcing, managing RFP and selection process, drafting contracts and modifications, and oversee that deliverables invoiced match the scope of work
• Track budget and expenditure for all service provider agreements

Programmatic

• Maintain email communication and stay up to date on programmatic documents sent through email on upcoming plans and priorities
• Conduct literature reviews as needed to inform programmatic activities
• Support content development and finalization of reports and help track reporting deadlines
• Contribute to data analytics and visualizations and help lead improvements for reporting structure and content
• Manage and help organize events such as: team meetings retreats, team building, activities, conference, logistics, team travel
• Maintain documentation and knowledge management system for filing classifying and tracking documents and supporting resources
• Support the development of program related protocols and implementation resources
• Contribute technical content to reports, program guides, and presentation as needed

Compliance & Donor Stewardship

• Assess programmatic and financial decision-making and outputs for compliance with university and donor requirements, rules and regulations
• Provide support to Principal Investigator, Program Officer and Project Administrator (Director of Finance) to track donor requirements including report preparation, communications and other ad-hoc requests
• Assist leadership with proposal development, application requirements and submission
• Assist leadership with preparations and execution of award continuation or closeout activities by ensuring timelines and deadlines are met and requirements are adhered to as per JHU and donor guidelines

• Directly manage specific program activities as assigned by managing tasks meetings communication and troubleshooting across stakeholders involved in the activities

Minimum Qualifications

• Bachelor's Degree in Business, Finance, Accounting or another related field
• Three years related professional-level administrative or financial experience related to monetary or non-monetary resources of a department, center or unit required.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula. JHU Equivalency Formula: 18 graduate degree credits (semester hours) may substitute for one year of experience. For jobs where equivalency is permitted up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Preferred Qualifications

• Experience working in a global health program
• Advanced computer skills with strong Microsoft Excel, Word and PowerPoint skills (and including MS Office applications)
• Excellent organizational and administrative skills with strong attention to detail and timeliness
• Ability to develop routines to manage workloads and organize work efficiently
• Readiness to interact with a variety of people and assume diverse duties and tasks
• Experience with USAID and donor relations
• Desire to work closely with others as part of a dynamic and dedicated team

Classified Title: Program Administrator
Role/Level/Range: ATP/03/PB
Starting Salary Range: Commensurate with experience
Employee group: Full Time
Schedule: M-F 08:30 - 5:00
Exempt Status: Exempt
Location: Hybrid/School of Medicine Campus
Department name: ​​​​​​​SOM DOM Infectious Disease
Personnel area: School of Medicine

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

The successful candidate(s) for this position will be subject to a pre-employment background check.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. 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.

Note: Job Postings are updated daily and remain online until filled.

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 jhurecruitment@jhu.edu. 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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm