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Academic Program Administrator

Job Req ID: 112811

We are seeking an Academic Program Administrator who will provide program support for Trainees, Scholars, and Program Faculty. Administration and management for several of the Clinical Research Training, Education and Career Development Programs through the Johns Hopkins Institute for Clinical and Translational Research (ICTR). Under the direction of the Academic Program Manager the Academic Program Administrator will oversees all aspects of day-to-day administration of the Pre and Postdoctoral Training Programs (TL1) funded by the National Institute of Health and the Patient Safety Collaboration Program with the Whiting School of Engineering. The incumbent will also assist with other Training Programs (KL2, T32 post). The Academic Program Administrator will develop, organize, upkeep, and implement processes, procedures, and systems for these efforts. The incumbent is expected to execute the varied duties and responsibilities independently, with minimal supervision. Admissions for KL2 and TL1. Budget justification questions and approvals. Canvas. Trainee and scholar requirement tracking. NIH xTrain Appointments and terminations, Seminars, WAGs, NCATS Human Subjects prior approval and collect documents from KL2 scholars. SLATE help with new dates for updated items for SLATE applications. Responsible for all application workflow and decisions. Recruitment answer program questions, information session and RFA’s. C-RAC collaboration.

Specific Duties & Responsibilities

  • Develop and implement processes, procedures, policies, and systems. Includes utilizing and maintaining the trainee database, trainee seminar schedule, and trainee requirements for each program.
  • Responsibility for budgetary areas include budget tracking, and monitoring, as well as contributing to the planning and preparing of annual program budget(s) and projections.
  • Coordinate all trainee requirements and follow trainee progress through entire program, ensuring requirements are met, and assisting in resolving questions and problems.
  • Monitor and assist with the admissions processes and recruitment.
  • Suggests and implements enhancements for a more successful trainee experience including identifying opportunities to build programs, update existing resources, and develop new resources.
  • Assist with preparing Annual Progress Reports and competitive grant renewal applications.
  • Serve as primary point of contact for program communication for trainees and faculty.
  • 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.
  • 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.
  • Manage the Flight Tracker system for scholars, trainees, and alumni.
  • Design and collect program evaluations to monitor and evaluate training programs and produce regular reports for Program Directors
  • Maintain confidentiality and accuracy of sensitive records/transcripts/files.
  • Create strategic direction for both internal and external websites in collaboration with the Academic Program Manager and Marketing and Communications.
  • Manage the Patient Safety Collaborations program with the Whiting School of Engineering.
  • Attend the annual Association for Clinical and Translational Science Conference.
  • Other responsibilities as assigned.

Level of Independent Decision Making

  • Duties are varied in nature, requiring the solving of both commonly encountered and unusual problems.
  • Exercise administrative judgment on a regular and continuous basis and assists the Academic Program Manager and Program Directors in determining departmental and program priorities and policies.
  • Assume responsibility for decisions, judgments, and procedures and follows through to meet scope of responsibilities.
  • Consult Academic Program Manager and Program Directors for clarification of policies/procedures.
  • Work is guided by the university’s policies, established strategies, and plans, normally subject to senior management guidance and periodic review of goal achievement in relation to agreed-upon strategies.

Special Knowledge, Skills, & Abilities

  • Ability to provide high-level support in academic matters to the Program Directors and trainees.
  • Strong organizational, administrative and problem-solving skills.
  • Ability to directly manage a function.
  • Proven ability to assess priorities, with the ability to respond quickly to changing needs and to balance competing responsibilities.
  • Excellent written and oral communication skills, with the ability to clearly relay information among faculty, staff and students.
  • Skill in negotiating ambiguous situations.
  • Knowledge of software applications such as SIS, Slate, Microsoft Office 365.
  • In depth knowledge of university academic policies and procedures.
  • In depth knowledge of departmental and financial regulations and policies.
  • Ability to exhibit a manner of professional behavior that will promote positive interactions between faculty, staff, students and external clients, and enhance the public image of the University.
  • Must be able to maintain confidential information.
  • Excellent organizational, analytical, interpersonal skills.
  • Ability to work independently and be a proactive leader.

Minimum Qualifications

  • Bachelor’s Degree.
  • Three years progressively responsible experience in program administration in an academic environment.
  • Excellent technical and computer skills (Internet, and software applications: word processing, spreadsheets, presentations, grants preparation, etc.).
  • Additional education may substitute for required experience and additional experience may substitute for required education to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

  • Master’s Degree in a related field.
  • Five years of directly related experience.

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