The Project Administrator 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

• Oversees 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

• Hiring of any trainees, postdocs, and staff
• Knowledge of program budget development and management
• Use of TAM and SAP

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

Minimum Qualifications:
Bachelor’s degree in related field required. Minimum of 5 years’ 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.

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

Special Knowledge, Skills, and 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.
• Excellent writing and oral communication skills.
• 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.
• 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 staff.

Apply:

https://jobs.jhu.edu/

Communications Specialist for the ICTR Community and Collaboration Core

If you have training in health communications and social media, have a passion for working with diverse stakeholders in collaborative planning, and have experience in research project management, we want to hear from you. If you are enthusiastic about learning innovative OTS software as part of developing infographics, reports, and videos (e.g., Canva, Sway, Adobe Creative Suite) and effective in getting projects done, we invite you to apply.

Specific Duties & Responsibilities

• Support team communications in public health, research dissemination, and training opportunities:
  • Write social media posts and assist with the promotion of content (e.g., public health messaging, health research promotion) via social media.
  • Capture and report social media post analytics.
  • Develop, organize, and maintain digital asset file database (photos, videos, infographics, illustrations).
  • Coordinate the activities of the Social Innovation Team to support the development and implementation of multimedia health promotion activities.
  • Contribute to editing and updating existing digital team web content.

• • Assist with the development of print materials, including study and educational materials, into language that is understandable to a lay audience.
• Through project management, implement activities and processes to complete deliverables on-time and on-budget:
  • Develop and maintain process metrics tools and databases to track CCC outreach and community education activities.
  • Develop SOP as needed to document effective processes.
  • Use OTS (“off-the-shelf”) software (e.g., Office 365, Qualtrics) as needed, for project tracking, collection of data, report generation.
  • Assist in creating output reports, as needed.

• Coordinate education and outreach activities:

• • Work closely with CCC staff to plan, implement, and evaluate community outreach and education activities.

• Collaborate with CCC partners to organize education and outreach activities.
• Oversee and implement sustained engagement strategies (e.g., gift cards, birthday and birth cards, reminder calls/texts) to ensure high rates of sustained active participation in CCC activities.
• Help identify evidence-based strategies and promising practices to promote sustained community engagement with CCC activities.

• Oversee & Assist with Publication Writing:
  • Assist with preparation of presentations for conferences and writing of manuscripts for peer-reviewed journals.
• Perform administrative duties:
  • Schedule meetings, record meeting notes, and arrange meeting logistics.
  • Coordinate scheduling of student employees.
  • Create and maintain documents related to project coordination (policies and procedures manuals, study tracking logs, and study timelines).
  • Contribute to progress reports.
• Assist with other projects and emerging priorities as needed.

Minimum Qualifications (Mandatory)

• Bachelor’s degree in a related field
• 2 years related experience

Preferred Qualifications

• Basic knowledge of the principles of health behaviors, health disparities, and community outreach and education.
• Proficiency in the Microsoft Office Suite (Word, PowerPoint, Excel, OneDrive, Teams).
• Enthusiastic about learning and/or experience working with innovative OTS software as part of developing infographics, reports, and videos (e.g., Canva, Sway, Adobe Creative Suite).
• Bilingual in English and Spanish is a plus.

Special Knowledge, Skills, & Abilities

The successful candidate will:

• Have knowledge of and experience working with communities within the Baltimore metropolitan area.
• Be able to engage community-based organizations to organize, plan, and conduct educational and outreach activities.
• Exhibit excellent written and verbal communication skills.
• Have experience with social media communication.
• Have excellent organizational skills.
• Be able to work independently with minimal supervision and manage multiple competing priorities to meet deadlines.

• Demonstrate a commitment to health equity.
• Understand the importance and impact of building community trust in health care and science.
• Understand the practices of cultural humility and be adept at active listening.

The Sr. Grant & Contracts Analyst will provide dedicated professional level management of sponsored funds to the Johns Hopkins Institute for Clinical and Translational Research (ICTR), its faculty, and administrative leadership.  Approximately 90% of time will be committed to specific responsibility for pre-award and post-award functions that includes, but may not be limited to: proposal preparation, submission, budget development, account maintenance and oversight, billing/invoicing, reporting, compliance, and closeout. Analyst will work independently on a variety of grants and contracts that range from simple to highly complex.  While this role may assist with some aspects of non-sponsored funds, the primary goal of this position is to ensure timely, effective, and efficient functioning of the sponsored funding operations.  This position reports directly to the Financial Manager.

Specific duties & responsibilities:

Job Scope/Complexity:  Will provide broad/in-depth professional administrative level guidance on budgets, protocols, regulations, compliance, and guidelines to PI and other scientific/research professionals, both within the University and with other associated research/administrative professionals outside of the University as related to ICTR awards.

This role serves as the lead position for all sponsored Pre-award activity, and support in all aspects of Post-award activity for the Institutes’ grants and contracts, as well as participate in the development of key reporting on financial status to the Administrative Director. The Analyst will also have a role in monitoring non-sponsored funds, primarily general funds and gifts.

Types of sponsored awards for which the position is responsible:  This position works independently on a variety of complex level grants and contracts, including those from NIH, NSF, DOD, Foundations, and pharmaceutical company clinical trials. These awards may involve highly detailed budgets, cost-sharing, multiple projects, cores, and subawards.  Specifically, the ICTR is the recipient of a large, multi-faceted Clinical and Translational Science Award (CTSA) from the National Center for Advancing Translational Sciences (NCATS). This award includes UM, K12, T32 and RC2 components that require a high level of complex and continuous management. 

Primary Duties and Responsibilities:

• Partner with and act as primary point of contact with ICTR faculty and the Office of Research Administration toward the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies.
• Manage all aspects of grant application submissions to ensure timeliness and accuracy prior to forwarding to the Office of Research Administration for signature. Prepare and review proposals for appropriate content and adherence to all relevant guidelines.
• Understand and utilize institutional policies and sponsor guidelines throughout the application process, and serve as liaison between research units, central offices, and funding agencies.
• Provide instruction, preparation assistance, and a high level of support to the PIs to ensure the timely and accurate submission of all proposals. Prepare, review and submit all required documents for contract and subcontract negotiations.
• Based on information from the PI and the sponsor guidelines, responsible for the preparation of proposal budget to ensure all applicable direct and indirect costs have been included. Responsible for the completion of final budgets and related justification, ensuring all content is appropriate and complete.
• Ensure IRB and ACUC protocol numbers are valid, and appropriate human subject compliance training has been completed by key personnel.  Ensure compliance in all other areas related to grant and contract management, including sponsoring organization guidelines, and disclosing of any conflicts of interest.
• Respond to all JIT requests from sponsor, review NGA terms, and verify accurate account set-up in SAP.
• Assist in all aspects of post-award responsibilities, including award set-up, budget distribution, account reconciliation, payroll set-up via e-forms, effort reporting, control salary, cost transfers, invoice payments, and subcontract setup/monitoring.
• Participate in oversite of all aspects of complex award management activities, including monitoring and managing accounts, audits, and reporting.
• Maintain ongoing updates and communications related to current grants and contracts, including regular reconciling and reporting to principal investigators on financial status of grants, contracts and discretionary accounts.
• Provide information and direct assistance required to complete contract and grant closeouts, as needed.
• Design and implement system for tracking active and pending awards by fiscal year and individual investigator. Prepare appropriate information on sponsored funding and salary distribution for preparation of the ICTR annual budget.
• Assist in monitoring and analysis of the deficit, control salary, and variance reports.  Facilitate corrections to accounts working across departments, schools, and outside agencies as required.
• Assist with analysis of programs in regard to fiscal performance to be incorporated into short and long range financial, operational and strategic planning by the Administrative Director.
• Assist with preparation of individual and divisional faculty funding analysis for review by the Administrative Director, including up-to-date active and pending award totals, and current balances on pertinent non-sponsored accounts.
• Provide relevant updates and reports to departmental leadership, as needed.
• Act as procurement card reviewer for Program staff.
• Work closely with Program management on grant submissions, progress reports, effort plans and budget maintenance.
• Assist with trainee and scholar’s budgetary oversite, and obtaining sponsor approval on items when necessary

Minimum qualifications:

Bachelor’s degree required, along with 4 years of related experience in sponsored research and/or financial positions, preferably in an academic or medical setting.

Additional Applicable Information:

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. 

Successful completion of the RAT program (18-24 months) is equivalent to three years of relevant experience for this position.  If an employee does not successfully complete the program, no additional experience will be applied.

Special knowledge, skills, and abilities:

• Knowledge of accounting and budgeting theory and practices required. Thorough knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.
• Ability to make independent judgments and to act on decisions on a daily basis.
• Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
• Thorough knowledge of external Federal guidelines/procedures for grants and contracts, including NIH, NSF, DOD and NASA.

Any specific physical requirements for the job:

Sitting in a normal seated position in office setting

Standing and/or walking for extended periods of time

Lifting and/or assisting patients during evaluations within crowded clinical environment

Reaching by extending hand(s) or arm(s) in any direction

Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard

Communication skills using the spoken word

Ability to see within normal parameters

Ability to hear within normal range

Ability to move about

• Attend all trainings, lectures and courses as required.
• Accurately complete study coordinator work assignments, which can include:
• Independently coordinate blood and tissue banking protocols to ensure proper collection and handling of samples, i.e. bone marrow, blood, tissue, skin, check swabs, etc.
• Identify prospective patients for multiple research protocols
• Prepare consent documentation
• Entering data in Case Report Forms
• Independently conduct consenting process or ensure consent is obtained on appropriate patients
• Ensure proper samples are obtained and distributed and catalog patients for future tracking.
• Participate in clinical trial start-up meetings
• Evaluate feasibility of protocol-driven blood and tissue sampling
• Identify potential problems and discuss issues with appropriate staff and/or sponsors for prompt resolution.
• Collaborate with internal and external laboratories processing clinical trial samples to ensure compliance with each individual trial.
• Obtain and maintain excellent IV and phlebotomy skills.
• Obtain clinical trial-driven blood samples, processes, stores, labels and ships, as appropriate per each individual clinical trial, ensuring quality samples.
• Independently arrange courier service, as needed for transport of clinical trial blood and tissue samples.
• Obtain and maintain excellent operating knowledge of all assigned clinical equipment and clinical computer systems.
• Assist research nurses, study coordinators, principal investigators and other study personnel in outpatient patient care areas in executing clinical trial-driven activities as directed.
• Schedule clinical trial-related laboratory tests, visits, procedures and treatment and resolve any schedule conflicts and ensures timely patient tracking.
• Contact clinical trial patients as appropriate with special instructions prior to upcoming tests/exams.
• Ensure adequate study supplies are ordered and maintained, i.e. shipping, laboratory, office, specimen handling, etc.
• Audit to ensure specimen quality assurance is consistently maintained throughout clinical trial.
• Track/Maintain regulatory documentation and clinical care documentation provided to increase clinical trial compliance. Anticipate daily changes in schedule, maintaining a smooth patient flow.
• Use universal safety precautions to protect self and co-workers from bio-hazardous materials, including blood-borne pathogens
• Other duties as assigned to ensure high quality research conduct
• Participate in ICTR research activities as needed.