Job Req ID:  110978

Project Administrator

We are seeking a Project Administrator who will provide administration and overall operations management for the Training Programs within the ICTR.  These programs include the K12, the T32 Pre and Post Doc Programs and BIRCWH.  Reporting to the Director, the Project Administrator will develop, organize, upkeep, and implement processes, procedures, and systems as well as the curriculum and resources for these efforts.  The position will oversee all administrative and academic services including implementation of operating policies and procedures. 

The position will serve as the liaison between the ICTR Training programs and the National Institute of Health, sub-awardees, and administrative offices within the various schools.  This role requires considerable judgment, tact, creativity, adaptability, and initiative; the ability to produce high quality work product within tight deadlines; flexibility and willingness to adjust to changing priorities to meet organizational needs.

Specific Duties & Responsibilities

Management of Operations

  • Oversees the daily operations of the ICTR CTSA training programs to ensure consistency with overall ICTR, JHU, and funding agency (NIH) policies.
  • Supervise and attend to staffing issues, including hiring, training, onboarding, personnel actions as required.
  • Manage the planning, implementation, upkeep, and administration of the program’s education, training, and career development offerings.
  • Will play a leadership role in the strategic development and execution of the integrated training programs and new initiatives.
  • Research and coordinate development of new curricular elements; interface with target populations in order to increase efficacy and efficiency.
  • Lead administrative meetings to monitor program progress and ensure consistent communication across the Training Programs.
  • Identify opportunities to build programs, update existing resources, and develop new resources.
  • Oversite of program recruitment and selection including award letters and initial onboarding. Maintain SLATE for each cycle.
  • Ensure compliance in all areas related to grant and contract management.
  • Submit all clinical trial prior approvals for the BIRCWH and maintain QA/QC policies for the KL2 program. Assist with NCATS prior approval process and submission.
  • Manage all aspects of the ICTR Introduction to Clinical Research Course.

Process Development/Improvement

  • Supports ongoing review and analysis of current Training Programs and ICTR processes and procedures to identify gaps and inefficiencies.
  • Implement processes and policies to meet JHU, ICTR, and NIH requirements.
  • Support the implementation of process improvements between the Training Programs and the offices that facilitate the success of each program including finance, administration, Office of Research Administration, and JHU department/divisions.

Financial Management

  • Complete budget oversight for all training programs including planning and final approvals, annual distributions, annual NIH FSR, nexus, and concur approvals.
  • Primary responsibility for all budget approvals, corrections, allocations, and sub-award tracking for all programs.
  • Manage and distribute stipends, tuition, and health care funds for all trainees.
  • Hiring of any trainees, postdocs, and staff.
  • Knowledge of program budget development and management.
  • Use of TAM and SAP.


  • Responsible for content development and production of publications and marketing materials, requiring planning, significant coordination, and collaboration.

Data Reporting/Metrics

  • Overall responsibility for Annual Progress Reports, including submission, and competitive grant renewal application management.
  • Manage data collection and analysis process career development offerings to meet NIH requirements and facilitate the regular reporting of data.
  • Work with Director to develop data collection process/system to meet program and NIH requirements.
  • Define and collect metrics to monitor and evaluate Training programs.

Internal & External Contacts

  • Act as liaison/intermediary between multiple departments and agencies, including NIH, and provide direction to individuals and stakeholders to meet deadlines and requirements.
  • Represent the program to key stakeholder groups, including university leadership, program faculty, ICTR administrative staff, Executive Committees, as well as external departmental staff and faculty and collaborators.

Other Responsibilities

  • Maintain confidentiality and accuracy of sensitive records/transcripts/files.
  • Performs other duties as required.
  • Knowledge of academic program and course development, and corresponding program management and administrative functions.
  • Demonstrated ability to participate in the planning and coordinating of multiple complex projects. Ability to work with multiple and varied groups of stakeholders to ensure that projects stay on track and are completed on time and on budget.
  • Excellent written and oral communication skills.
  • Strong attention to detail and highly organized.

Special Knowledge, Skills, & Abilities

  • Position requires a high level of organizational skills to manage projects, timetables and implementations; advanced interpersonal skills to direct and coordinate the activities of multiple projects, to positively communicate and work with professionals at all levels of the organization, analytical ability to develop and interpret application of literature, data and the like.
  • Proven working experience in project management.
  • Superior organization skills and attention to detail, including the ability to manage project plans, collect and analyze data, and manage multiple projects at one time.
  • Ability to exercise independent judgement, develop, implement, and maintain quality and performance improvement metrics across all aspects of the program.
  • Ability to effectively supervise a workforce of advisory staff.
  • Ability to work well with others, creatively problem solve, and interact in a helpful, friendly, and professional manner.
  • Skills in developing marketing materials, brochures, catalogs, requiring planning, significant coordination and collaboration with individuals internal and external to the academic program as well as knowledge and understanding of the academic program trends, activities, goals and objectives.
  • Knowledge of and proficiency in the use of MS Office Suite software including Word, Excel, Access, and PowerPoint for corresponding, analysis, information storage, and presentation. Strong meeting planning and logistics management skills.
  • Knowledge of academic programs, student advising, academic program development and corresponding administrative functions.

Supervisory Responsibility

  • Directly manage up to 2 exempt staff.

Minimum Qualifications
  • Bachelor's Degree in a related field.
  • Five years of directly related experience.
  • Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications
  • Master's Degree in related field of study.
  • Experience working in higher education, academic medicine, project management, and/or consulting.
  • Project Management Professional (PMP) certification.



Classified Title: Project Administrator 
Role/Level/Range: ACRP/04/MF  
Starting Salary Range: Min $74,400 - Max $130,400 Annually (Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F, 8:30am - 5pm 
Exempt Status: Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM ICTR Inst Clin Translational Resrch  
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:


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.


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