The ACCELERATE project is seeking a Program Administrator tosupport 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 & Responsibilities
Administrative & 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
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
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
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.
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.
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.
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