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Job Req ID:  65476

Program Administrator

The Center for Communication Programs is seeking a Program Administrator (PA) who will be responsible for a wide range of administrative duties. Approximately half of their time will be spent with the Business Development Team as its primary resource on University and the Center’s administrative policies and procedures. The other half will be spent ensuring that the administrative needs of the Center’s leadership team (Executive Director, Deputy Directors and Finance/Administration Director) are met, including scheduling, notetaking, meeting arrangements, presentations, travel, procurement and any other individual administrative needs. In addition, other duties may be assigned.


Specific Duties & Responsibilities:

Administrative Support to the Business Development (BD) Unit – Approximately 50% of Effort

  • Systems, knowledge management, and unit coordination
    • Manage and oversee the BD Intranet Space and Toolkit for CCP Staff; this task requires proactively and independently collecting, updating, and maintaining accurate records of CCP project descriptions, past performance references, templates, proposal development guidance, BD professional development opportunities, and proposal section examples.
    • Proactively and independently share resources from the BD Intranet and Toolkit with proposal teams to support their proposal development tasks. 
    • Track use of the BD Intranet Space and Toolkit and collect feedback from CCP proposal teams who use it; apply this feedback to continuously improve the quality and comprehensiveness of content. The PA will update content independently when possible and/or reach out to the appropriate staff to collect information required for updates.
    • Manage the BD Team’s proposal tracker by recording and updating all proposals, funding applied for, teams engaged, and due dates and status updates on each effort.
    • Collaborate with the PR and Marketing team to support strategic promotion of CCP’s accomplishment to complement new business efforts
    • Coordinate business development travel for scoping/proposal design if necessary.
    • Use purchasing card to purchase supplies and other small expenses for the BD team.
    • Schedule business development proposal meetings (internal and partner meetings), and responsible for notetaking and follow up for those meetings.
  • Proposal support and coordination
    • Monitor USAID, DFID, UN, World Bank and other donor forecasts and communications for relevant upcoming opportunities and share appropriate business opportunities with BD team.
    • Coordinate proposal development efforts for small proposals and sub-partner roles. This task requires developing, communicating, and maintaining a proposal calendar to ensure milestones and deadlines are met; collecting and reviewing all required proposal materials; coordinating proposal review with CCP senior staff and leadership; synthesizing proposal feedback; and providing regular updates on the proposal status to the BD Director.
    • Participate in proposal teams’ after action reviews and systematically collect feedback. Based on participation over time, make recommendations for improving systems, and, where possible, implement recommendations.
    • Update teaming and pre-teaming agreement templates for specific new business efforts and specific partners; coordinate the review and approval of these legal agreements with the CCP finance team and the Johns Hopkins University Research Administration (JHURA).
    • Liaise with JHURA as needed to provide updates on proposals and timelines for document reviews and signatures; this task is essential to ensuring timely and smooth submission of high priority bids.
  • Key Personnel Recruitment
    • Provide guidance and support to proposal teams to facilitate rapid recruitment of key personnel for proposals; this task includes identifying relevant previously used job descriptions, supporting adaptation for the current needs, liaising with JHU HR staff, and posting job descriptions on high profile job boards
    • Lead a first round review of applicants to identify a shortlist for interviews.
    • Facilitate job interviews and collect and synthesize hiring committee feedback.


Administrative Support to CCP Executive Director, Deputy Directors and Finance/Administration Director – Approximately 50% of effort

  • Assist with organizing and scheduling complicated meetings, guest speakers, and outside events as needed.
  • Make travel arrangements and prepare materials for individual and group meetings and trips (international and domestic) which include booking hotels and transportation, creating itineraries, garnering visas and participant background briefings.
  • Prepare and edit correspondence for the Leadership Team.
  • Handle post-trip needs which include completing travel reimbursements, reconciling trip expenses.
  • Review and approve travel reports from supervisees.
  • Develop first drafts of documents and presentations for delivery by CCP leadership when appropriate.  Edit documents and presentations.  Apply advanced formatting and graphics to presentations and documents.  Archive documents and presentations. 


Minimum Qualifications (Mandatory)

  • Bachelor’s Degree in Business, Finance, Accounting, or another related field required.
  • 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 and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
  • High level organizational skills and ability to prioritize multiple responsibilities.
  • Ability to work independently as well as part of a team.


Preferred Qualifications:

  • Experience working on international projects.


Special Knowledge, Skills & Abilities:

  • Advanced computer skills to include MS Office applications, as well as experience with software/platforms such as OneDrive, Dropbox, Adobe Acrobat, CONCUR, Airtable, Zoom.
  • 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.
  • Desire to work closely with others as part of a dynamic and dedicated team.
  • Exceptional organizational and time management skills.
  • Confidentiality, initiative and tact, mature and independent judgment
  • Ability to work independently and prioritize work effectively and within established deadlines and time frames.
  • Attention to detail and accuracy, and ability to multi-task in high-pressure situations
  • Excellent interpersonal, problem solving and customer service skills
  • Ability to remain calm under pressure from competing priorities and deadlines.


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 the 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. 


Classified Title: Program Administrator
Role/Level/Range: ATP/03/PB 
Starting Salary Range: $43,965 - $60,390 annually (commensurate with experience)
Employee group: Full Time 
Schedule: M-F, 8:30 am - 5:00 pm 
Exempt Status: Exempt  
Location: JH at 111 Market Place
Department name: ​​​​​​​Ctr for Communication Programs CCP 
Personnel area: School of Public Health


The successful candidate(s) for this position will be subject to a pre-employment background check.


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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.


Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. 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 which campus you will work.  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.


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JH at 111 Market Place