Project Administrator

We are seeking a Project Administrator who provides administration and overall operations management for the K12, BIRCWH and other Graduate Training Programs (Introduction to Research Summer Course) in the ICTR. Reporting to the Directors, 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 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; organizational skills and attention to detail; flexibility and willingness to adjust to changing priorities to meet organizational needs.

Specific Duties & Responsibilities

Management of Operations

• Oversee the daily operations of the ICTR CTSA K12, BIRCWH and other Graduate Training Programs to ensure consistency with overall ICTR, JHU, and funding agency (NIH) policies.
• Coordinate all trainee requirements and follow trainee progress through entire program, ensuring requirements are met, and assisting in resolving questions and problems.
• Supervise and attend to staffing issues, including hiring, training, onboarding, personnel actions as required.
• Implement and manage complex program evaluation requirements to ensure compliance with NCATS policies.
• Serve as primary point of contact for program communication for trainees and faculty.
• Manage the planning, implementation, upkeep, and administration of the program’s education, training, and career development offerings.
• Manage program seminars, including scheduling, communications with faculty and trainees, setting up virtual and/or in-person meeting spaces, and ordering meals (when relevant)..
• Play a leadership role in the strategic development and execution of the training programs and new initiatives.
• Research and coordinate development of new curricular elements.
• Coordinate and communicate with administrators and/or faculty of other ICTR training programs (e.g., T32 Pre and Post) with regard to cross-program activities (e.g., seminars, retreats).
• Assist other ICTR Program Administrators with management/oversight of Training Programs (eg., T32 Pre and T32 post programs).
• 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.
• Oversight of K12 program recruitment and selection including award letters and initial onboarding. Maintain SLATE application platform and database for each application cycle.
• Ensure compliance in all areas related to grant and contract management.
• Utilize and maintain the trainee database, trainee seminar schedule, and trainee requirements.
• Assist with NCATS prior approval process and submission.
• Manage the coordination of the ICTR Introduction to Clinical Research Course.
• Plan and manage special events including, but not limited to, information sessions, trainee orientations, monthly career development meetings, conferences, seminars, committee meetings etc.
• Initiate appointment & termination forms.

Process Development/Improvement

• Support ongoing review and analysis of current K12 and BIRWCH 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.
• Hire trainees, postdocs, and staff.
• Program budget development and management.

Communications

• 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, gathering and submission for required progress reports, including annual RPPR submitted to NCATS (via the xTrain platform) and presentations to oversight and advisory committees.
• Work with Director to develop data collection process/system to meet program and NIH requirements.
• Design and collect program evaluations to monitor and evaluate training programs and produce regular reports for Program Directors.
• Manage the Flight Tracker system for scholars, trainees, and alumni.

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.
• Perform other duties as required for program administration.
  

Special Knowledge, Skills & Abilities

• High level of organizational skills to manage projects, timetables and implementations
• Advanced interpersonal skills to direct and coordinate the activities of multiple projects and positively communicate and work with professionals at all levels of the organization
• Analytical ability to develop and interpret application of literature and data
  
• 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.
  
• Excellent writing and oral communication skills.
  
• Knowledge of academic program and course development, and corresponding program management and administrative functions.
  
• 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.
  
• 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.

• Bachelor’s Degree in related discipline.
• Minimum of five (5) years related project management experience in academic or training program administration.
• Demonstrated experience with budgeting/finance including sponsored funding management.
• Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.

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

Classified Title: Project Administrator 
Job Posting Title (Working Title): Project Administrator   
Role/Level/Range: ACRP/04/MF  
Starting Salary Range: $74,400 - $130,400 ($90,000 targeted; commensurate with experience) 
Employee group: Full Time 
Schedule: M - F, 8:00 a.m. - 5 p.m. 
Exempt Status: Exempt 
Location: Hybrid/School of Medicine Campus  
Department name: SOM ICTR Inst Clin Translational Resrch  
Personnel area: School of Medicine