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Job Req ID:  10700

Program Administrator

Classified Title: Program Administrator 
Role/Level/Range: ATP/03/PB 
Starting Salary Range: [[$42,256-$58,041]]
Employee group: Full Time 
Schedule: [[37.5 hrs/week]] 
Employee subgroup: Salaried Exmpt 
Location: 06-MD:School of Nursing 
Department name: 10003814-Community Public Health Nursing 
Personnel area: School of Nursing

General summary/purpose:

Reporting to the REACH Initiative Center Manager, the Program Administrator serves an important organizational and logistics managerial and highly public role in the Office of The REACH Director, PhD and DNP/PhD Director; providing support to The REACH Initiative programs and PhD and DNP/PhD programs and the financial, contractual, monitoring and administrative support in a demanding, fast-paced environment.

 

The Program Administrator will be a liaison between the program directors, faculty, The REACH team and other staff.  The Program Administrator must be highly proactive and demonstrate the ability to work independently.  The successful candidate will be able to prioritize effectively, take an energetic approach to work assignments and take initiative in anticipating the needs of The REACH Initiative leadership team.  As a professional representative of The REACH Initiative and the advanced nursing educational programs, the candidate must be committed to responsiveness, customer service, excellence and teamwork.  The Program Administrator will deal regularly with sensitive, privileged and confidential subject matter. 

Specific duties & responsibilities:

 

Program Management:  80%

 

Develop, prepare and evaluate initial drafts and summaries of monthly reports for projects, work plans and activity goals.  Compile/prepare reports, minutes and materials; coordinate and disseminate materials as needed for meetings. Organize and manage shared file system to ensure efficiency of project details and deliverables.

         

Develop and nurture clinical partnerships to meet program goals for the DNP/PhD Program.  This will include ensuring routine team communication with all clinical partners and providing relevant data to inform strategic decision making about partner requests outside the scope of the original agreement for the project and the agreed/available budget.

 

Maintain effective and proactive communication with staff, deans, board members, administrators, and university administration as required.

 

Manage the DNP/PhD program which includes scheduling meetings, rooms, developing agendas, taking minutes, following up on action items, etc.

 

Manage the continuity clinical placements, logistics and contracts for the clinical sites. Work with clinicians to organize clinical coordination of students.

 

Manage the continuing education activities and events. Event set-up and management including registrations, advertisement, continuing education credits and their applications.  Track enrollments and implement plans to address any deficiencies.

 

Manage the calendar and preparatory materials for research and program meetings in coordination with the designated team leads. 

 

Prepare a system to support and track the DNP/PhD students’ clinical time and assist the students with administrative hurdles, including timely IRB submissions to facilitate their work.

 

Perform literature reviews under directions of Director.

 

Assist the project evaluators to develop project evaluation materials (pre / post) for students and preceptors participating across the Program.

 

Responsible for compiling information for project budgets and monitoring, maintaining, and working with SON post award specialist to address and resolve project budgetary issues and make suggestions for alignment with each project’s deliverables. .

 

Works with appropriate project faculty to coordinate training activities and events setups. Assists and supports the Program Director in managing and monitoring timelines for program deliverables, assisting with data collection, and ensuring accuracy of data and identify needs.

 

Collect and analyze information and data. Assist with report preparation and management of data against project deliverables. Create and develop a time table of reports due and keep tracking system in order to finalize reports on time.

 

Responsible for organizing committees and academic requirements, including scheduling, invitations, reminders, meeting logistics (including A/V, catering, meeting location, conference line availability, etc.)  Maintain attend lists, committee rosters and contact sheets. Prepare and distribute materials for meetings as needed.  Record and track agenda items for one-on-one meetings.  Prepare meeting agendas accordingly.

 

Supports the Center Manager in monitoring timelines for program deliverables, facilitating data collection, and ensuring accuracy of data. 

 

Develop and prepare letters, memos and other correspondence as needed.

 

Oversee incoming correspondence and requests; route matters and correspondence to other staff members as appropriate; prioritize items that need immediate attention.

 

Respond to phone calls as needed; the first point of contact for all incoming phone calls to the REACH Initiative. Check and answer emails after hours and weekends as needed

 

Develop a time table of reports due and manage a tracking system in order to finalize reports on time.

 

Administrative: 20%

 

Manage the Director’s calendar of project and program meetings, appointments, other project related activities and special events; organize high-level meetings with constituencies as required; anticipate future schedule conflicts and take initiative to resolve them in a timely manner. Which includes schedules, meetings and conferences for both the US and international meetings and events.  Represent the team in professional settings as needed.

 

Prepare the Director daily for a wide range of meetings and presentations and work with other staff and offices to ensure that materials for meetings and special events are developed and prepared appropriately and on time.  Attention to details in this task is critical.

 

Prepare travel and accommodation arrangements.  Coordinate travel plans and itineraries in a manner that promotes the best use of time and efficiency and minimizes potential travel issues.

Track and ensure timely processing of travel and expense reimbursement.  Maintain the executive and office travel and expense logs.

 

Manage responsibility for the consistent use of file management systems. Ensure files are well organized, maintained and up to date.  Participate in oversight of records retention.

 

Pay invoices and reimbursements and track payments.

 

Manage office supply, including ordering and distribution.

 

Maintain CV for Director.

 

Manage website content updates.

 

Handle highly confidential information with an appropriate level of discretion.

 

Handle Director’s Corporate Card Account and Program Manager’s P card Account including account reconciliations and alignment to project budgets. Works to ensure invoices are submitted for processing on time.

 

Other duties as assigned as requested by the Director/Principal Investigator.

 

Minimum qualifications (mandatory): Bachelor’s degree required.  Three years’ experience in providing progressively responsible administrative support with experience working on a wide variety of special projects and special assignments 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.

Preferred qualifications: Familiarity or experience with JHU is preferred.

 

 

Special knowledge, skills, and abilities:

Highly effective verbal and written communication skills are required as is attention to detail and the ability to complete multiple tasks on a timely basis.

 

Home internet and willingness to check and answer emails on evenings and weekend is essential.

Independently applies functional or technical knowledge and has the capability and knowledge base to share technical skills with others. 

Presents oneself in a manner consistent with standards for professional and ethical conduct to maintain image and credibility. 

Concentrates efforts on the most important priorities while effectively balancing the immediate with longer-term tasks.

Familiarity or experience with JHU is an asset.

Highly effective verbal and written communication skills are required as is attention to detail and the ability to complete multiple tasks on a timely basis. 

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.

 

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

 

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

 

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.

 

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled. 

 

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

 

School of Nursing - East Baltimore Campus

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