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:
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.
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).
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.
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.
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