Create Alert
Apply now »
Requisition ID:  115768

Assistant Administrator - Research

We are seeking an Assistant Administrator - Research to be responsible for all sponsored pre-award activity and has oversight for post-award activity across the Department of Pediatrics. The Assistant Administrator will create workflows, procedures, policy, and expectations for all pre-award and post-award functions within the Department of Pediatrics. The Assistant Administrator will work in conjunction with the Associate Administrator, department finance staff, and divisional administrative managers to ensure there is continuous and effective pre- and post-award management across the Department of Pediatrics. The position oversees approximately $30 million in sponsored revenue annually and over 200 awards containing more than 500 IOs. The position includes oversight for both pre and post award activities for a variety of complex grants, contracts and awards. Supports all aspects of the Johns Hopkins Children’s Center mission by providing administrative leadership in the development of efficient and effective administrative process related to sponsored research. Additionally, the position will be responsible for non-sponsored activities in the department including the Innovation Grants program, participates in the annual department budgeting process, and the faculty incentive plan process.


Specific Duties & Responsibilities


Sponsored Projects

  • Manage all Pre-Award activities for the Department of Pediatrics which includes grant submissions, contracts, clinical research agreements, progress reports, and just in time submissions.
  • Manages process of final grant package presentation and approval with the Office of Research Administration.
  • Responsible for the timely preparation of proposal budget for Principal Investigator Review.
  • Create and Implement pre-award and post-award workflows to allow for standardization across the Department of Pediatrics.
  • Establish Policy, Procedures, and Expectations for pre-award and post-award processes.
  • Identify opportunities and champion major initiatives for continuous improvement in support of internal controls and financial reporting processes.
  • Facilitate and/or produce specialized sponsored projects reports utilizing institutional or departmental systems for various faculty, Directors, Administrator, and Chair.
  • 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.
  • Collect and analyze sponsored data for Department and/or Divisional needs.
  • Partner with an act as the 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.
  • Assist departmental leadership to strategically assess, plan and implement new initiatives in sponsored pre-award infrastructure and workflow.
  • Responsible for effective staff management, including hiring, orientation, training and development, workflow and performance management, and promotional opportunities (those housed within divisions).
  • Interviews all sponsored project research staff candidates who might be considered for a DOP position.
  • Provides necessary support to Divisions in times of vacancies.
  • Administers departmental T32 program including appointing and terminating all trainees, submitting renewal proposals, non-competing continuations (RPPR), and FSRs.
  • Provides information and direct assistance required to complete contract and grant closeouts, as needed. Ensures that all closeouts are handled by other members of the grants and contracts team have been handled appropriately.
  • Act as liaison on service center cores with SOM.
  • Act as liaison on research space and analysis with SOM.


Financial

  • Assists in the development of the Departmental fiscal year annual operating budget for submission to the Dean's Office.
  • Manage internal sponsored audits and the development of an account reconciliation system for sponsored accounts.
  • Develop forecasting and trending of expenditures of awards.
  • Participate in data collection and analysis for faculty incentive plan for the Department of Pediatrics.
  • Analyze individual and divisional faculty sponsored funding for review by the Chair, Administrator and other DOP leadership. This will include active and pending award totals in addition to current balances in pertinent non-sponsored accounts, such as Innovation awards.
  • Administer non-sponsored Innovation Grant accounts.
  • Reviews all sponsored accounts regularly for project initiation, account reconciliation and effort compliance.
  • Participates in the analysis of programs, including productivity and fiscal performance, the product of which is incorporated into short and long range financial, operational and strategic planning.
  • Liaison for the Department's finance and administrative staff with university and hospital areas such as the School of Medicine's Business Office, Research Administration, Sponsored Projects Shared Services, Dean's Office, Internal Audits, Human Resources, JHU Controller's Office, Tax Office, and JHH Finance Office.
  • Responsible for requests from Financial Research Compliance, Research Finance Operations, Internal audits.
  • Attend Children’s Center staff meeting.


Training

  • Provide on-going Department of Pediatrics (DOP) Sponsored Research Training for all sponsored personnel and other DOP staff who submit proposals.
  • Organize and lead monthly Sponsored Research Meetings for sponsored staff within the Department of Pediatrics along-side the Associate Administrator.
  • Provide training for DOP financial personnel on sponsored research topics.


Contacts

  • Internal: Department of Pediatrics Administration, All Children’s Hospital, Dean's Office, Research Administration, SOM Business Office, Sponsored Projects Shared Services, Equipment and Space Accounting, General Accounting, Payroll, Accounts Payable, Purchasing, Internal Audits. Various other departments and divisions in the School of Medicine, JHU and JHH.
  • External: Affiliated hospitals, private and government agencies granting research funds (e.g., NIH, Foundations, and Private Drug Companies) and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, contractors).


Supervisory

  • Will be supervising 1 Grants and Contracts Manager and 9 (Sr.) Grants & Contracts Analysts.


Special knowledge, skills, and abilities:

  • Knowledge of accounting and budgeting theory and practices. Thorough knowledge and understanding of the Johns Hopkins University accounting system and its related fiscal offices. Specific knowledge of the operation of the Division and Department preferred.
  • Knowledge of NIH policy guides.
  • Ability to make independent judgments and to act on decisions on a daily basis. Ability to work for long periods of time without direction.
  • Strong management abilities. 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.
  • Supervise skills and coordinate work of others.
  • Ability to maintain high level of confidentiality.
  • Strong interpersonal and communication skills, both oral and written. Ability to effectively interact with all levels of University and Hospital employees as well as outside contacts.





Minimum Qualifications
  • Bachelor's Degree in Business, Finance, Accounting or other related field.
  • Seven years progressively responsible professional-level administrative and financial experience related to monetary or non-monetary resources of a department, center, or unit, including 2 years financial management experience (e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources). Supervisory experience strongly preferred.
  • Master's degree in a related field may substitute for required experience, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • Master’s Degree.
  • Five years sponsored projects and/or finance experience.
  • Administrative, research, or finance experience in an academic or medical setting.
  • Supervisory experience strongly preferred.
  • Experience with SAP, FIBI, and related research systems.

 

 

Classified Title: Assistant Administrator - Clinical 
Role/Level/Range: ATP/04/PF  
Starting Salary Range: $85,500 - $149,800 Annually ($117,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F; 8:30- 5pm 
Exempt Status: Exempt 
Location: Hynrid/School of Medicine Campus 
Department name: ​​​​​​​SOM Ped Financial Management  
Personnel area: School of Medicine 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
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.

Diversity and Inclusion
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
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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 upon 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.
Hybrid: On-site 3-4 days a week

Apply now »