The Department of Epidemiology is seeking an Assistant Administrator. Works under the Senior Department Administrator providing leadership and oversight for faculty and staff regarding the research administration operational unit. The Assistant Administrator will oversee planning, administration, and management of over 600 accounts and over $114 million in both domestic and international sponsored funding. 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 Department of Epidemiology mission by providing administrative leadership in the development of efficient and effective administrative processes related to sponsored research. Directly supervises 4 managers with a research administration team of 15 Analysts and Specialists. 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.
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.
Directly supervises the activities of staff or a function and/or represent the function at meetings. Will interact with faculty and make decisions regarding policy application/interpretation.
Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.
Specific Duties & Responsibilities
Serve as department/division liaison for Departmental Sponsored Projects Office, Office of Research Administration and University Shared Services.
Be the primary point of contact for faculty with issues and concerns regarding sponsored project related matters.
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.
Oversees quarterly projection process for estimating sponsored revenue (base projections)
Oversee effort reporting system.
Ensure salary coverage data for full time faculty positions is maintained in a way that allows for effective notification in line with PPM guidance for terminations
Revise and advise on approved budget changes to awarded grants/contracts.
Manage internal sponsored audits and the development of an account reconciliation system for sponsored accounts.
Develop report templates for forecasting and trending of expenditures of awards.
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 providing relevant updates and reports to departmental leadership, as needed.
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.
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
Bachelor's Degree in Finance, Accounting, Business or related field.
Five years related progressively more responsible financial/accounting and financial management experience, e.g. planning, directing, monitoring, organizing and controlling the monetary resources of a department, center or unit. Requires experience working on a complex budget.
Additional education may substitute for required experience and additional related experience may substitute for required education, 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 leadership, managerial, 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.
Special Knowledge, Skills & Abilities
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
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.
Classified Title: Sr. Financial Manager Working Title: Assistant Administrator Role/Level/Range: ATP/04/PF Starting Salary Range: $83,100-$114,230-$145,360 Annually (Commensurate with experience) Employee group: Full Time Schedule: Monday to Friday: 8:30 am – 5 pm Exempt Status: Exempt Location: Hybrid/School of Public Health Department name: Epidemiology Personnel area: School of Public Health
Total Rewards The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
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: JHU Equivalency Formula: 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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
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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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