Career Center

Johns Hopkins All Children's Hospital is seeking a full time Administrative Program Coordinator to be a part of our basic science research administration team and provide complex administrative and project support. The Administrative Program Coordinator will primarily support faculty in the Cancer and Blood Disorders Institute (CBDI) and will be responsible for financial and administrative duties for both sponsored and non-sponsored operations. This individual works independently most of the time with support from the Faculty/Principal Investigator (PI) on grants/contracts when needed and minimal to no supervision on non-sponsored projects. This individual provides standard professional administrative level guidance on protocols, guidelines and policies faculty and other research lab staff. The position will report to the JHACH Office of the Vice Dean.

The Administrative Program Coordinator is a dynamic individual who functions well within a team in support of advancing the research mission of JHACH. The employee will have a high level of attention to detail, excellent written and oral communication skills and is able to prioritize and effectively juggle multiple deadlines.

Specific Duties & Responsibilities:

Sponsored

• Provides the Principal Investigator (PI) key support in the preparation and submission of grant applications including initial budget preparation, manuscript review and editing for thoroughness and completeness, and compilation and formatting of data, figures and reference information for grant submission hand off to pre-award team.
• Works across institutes, departments and organizations to pull information, data, images, etc. for all publications and grant documents.
• Works with the local and Baltimore-based grants team in facilitation of pre-award and post-award functions for grant proposals and extensions for administrative functions. Serves as point of contact for grant work requests and questions from the local and Baltimore-based grants team or Office of Research Administration (ORA). 
• Works with the local and Baltimore-based grants team with Just-in-Time (JIT) information, Notice of Grant Award (NOGA), progress reports and final reports as the PI's lab point of contact.
• Administer grant budgets, including monitoring and tracking expenses, budget reconciliation, resolving commitments and issues, assisting with developing budget projections, and collecting information for budget development. Ensure accuracy and compliance with approved grant budgets.
• Ensures compliance with sponsoring organizations' guidelines, as well as relevant University policies and procedures. Assist Principal Investigators in completion of required information and ensures deadlines are met.

Non-Sponsored

• Verifies that Faculty and PI are compliant with mandatory trainings and continuing education and schedules trainings as appropriate.
• Reports non-compliance to the Administrative Manager.
• Provides administrative support and general office duties necessary for efficient departmental operations, including purchasing, records control, office moves/renovations, repairs, maintenance, etc.
• In collaboration with faculty and Administrative Manager, analyzes operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, and personnel requirements) to identify areas for more efficient operations or areas for redesign. Develops and recommends administrative processes/procedures to ensure efficiency in general office operations to the lab PI and Administrative Manager. Interprets and communicates operating policies.
• Represents the PI and laboratory faculty at administrative meetings regarding travel, budget reconciliation, facilities and participates in planning meetings for programmatic building.
• Assists Administrative Manager with preparation of annual fiscal budget. Tracks expenditures and budget changes.
• With direction from leadership, develops and manages complex and key administrative projects (databases, reports, office workflow, records control, course materials, rollout of new systems, disaster plans, etc.)
• Partners with the Administrative Manager for recruitment and onboarding of postdocs, staff, faculty and interns.
• Takes the lead on all aspects of planning, preparation, logistics and execution for assigned special events/functions, such as workshops, seminars and conferences Engages other departments/institutes as appropriate (i.e., Marketing, Office of Medical Education, etc.)
• Prepare and process faculty check requests, reimbursements, travel leave requests and vacation requests for submission and approval by Office of the Vice Dean.
• Tracks vacation, sick days, conference/meeting time for PI and lab personnel (techs, pre- and post-doctoral staff) on behalf of the PI and Administrative Manager.
• Performs other activities and administrative duties as assigned to help support the research operations at JHACH.

Knowledge, Skills, and Abilities:

• Ability to make independent judgements and act on decisions on a daily basis. Ability to work for long periods of time without direction.
• Ability to prioritize own work and work of staff as needed. Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
• Very strong organizational skills, analytical and problem-solving abilities and attention to detail.
• Ability to maintain confidentiality.
• Strong interpersonal and communication skills both oral and written. Ability to effectively interact with all levels of University and Health System employees as well as outside contacts.
  

Technical Qualifications or Specialized Certifications

• Requires working knowledge of various office computer software applications (e.g. Microsoft e-mail, Excel, Word, Access, Visio, PowerPoint).

Physical Requirements 

• Employee may remain in a stationary position (sitting or standing) for up to 40% of the time.
• Employee is required to operate small laboratory tools that require manual dexterity.
• Prolonged vision requirements include viewing computer screen, paper reports/documents, charts and results.
• Possible lifting up to 25 lbs. of boxes, supplies, files, etc.

• Bachelor's Degree.
• Three years progressively responsible professional level administrative or finance experience.
• Additional experience may substitute for education, to the extent permitted by the JHU equivalency formula.

• Prior work with grant funded projects.
• Knowledge of SAP or similar academic business systems and software.

Classified Title: Administrative Program Coordinator 
Role/Level/Range: ATP/03/PC  
Starting Salary Range: Min $53,300 - Max $93,500 (Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F/ 7.5 hours/day 
Exempt Status: Exempt 
Location: Hybrid/Florida 
Department name: 60002426-All Childrens 
Personnel area: School of Medicine 

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.

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. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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.

About Johns Hopkins University

Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.

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