We are seeking an Assistant Administrator - Research to be responsible for all sponsored pre-award activity and has oversight for post-award activity across the Department of Pediatrics. The Assistant Administrator will create workflows, procedures, policy, and expectations for all pre-award and post-award functions within the Department of Pediatrics. The Assistant Administrator will work in conjunction with the Associate Administrator, department finance staff, and divisional administrative managers to ensure there is continuous and effective pre- and post-award management across the Department of Pediatrics. The position oversees approximately $30 million in sponsored revenue annually and over 200 awards containing more than 500 IOs. The position includes oversight for both pre and post award activities for a variety of complex grants, contracts and awards. Supports all aspects of the Johns Hopkins Children’s Center mission by providing administrative leadership in the development of efficient and effective administrative process related to sponsored research. Additionally, the position will be responsible for non-sponsored activities in the department including the Innovation Grants program, participates in the annual department budgeting process, and the faculty incentive plan process.

Specific Duties & Responsibilities

Sponsored Projects

• Manage all Pre-Award activities for the Department of Pediatrics which includes grant submissions, contracts, clinical research agreements, progress reports, and just in time submissions.

• Manages process of final grant package presentation and approval with the Office of Research Administration.

• Responsible for the timely preparation of proposal budget for Principal Investigator Review.

• Create and Implement pre-award and post-award workflows to allow for standardization across the Department of Pediatrics.

• Establish Policy, Procedures, and Expectations for pre-award and post-award processes.

• Identify opportunities and champion major initiatives for continuous improvement in support of internal controls and financial reporting processes.

• Facilitate and/or produce specialized sponsored projects reports utilizing institutional or departmental systems for various faculty, Directors, Administrator, and Chair.

• Ensure compliance in all other areas related to grant and contract management, including sponsoring organization guidelines, internal protocols, accurate protocol information within grant documents, conflicts of interest, etc.

• Collect and analyze sponsored data for Department and/or Divisional needs.

• Partner with an act as the final point of contact with departmental faculty and/or budgetary staff and the Office of Research Administration toward the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies.

• Assist departmental leadership to strategically assess, plan and implement new initiatives in sponsored pre-award infrastructure and workflow.

• Responsible for effective staff management, including hiring, orientation, training and development, workflow and performance management, and promotional opportunities (those housed within divisions).

• Interviews all sponsored project research staff candidates who might be considered for a DOP position.

• Provides necessary support to Divisions in times of vacancies.

• Administers departmental T32 program including appointing and terminating all trainees, submitting renewal proposals, non-competing continuations (RPPR), and FSRs.

• Provides information and direct assistance required to complete contract and grant closeouts, as needed. Ensures that all closeouts are handled by other members of the grants and contracts team have been handled appropriately.

• Act as liaison on service center cores with SOM.

• Act as liaison on research space and analysis with SOM.

Financial

• Assists in the development of the Departmental fiscal year annual operating budget for submission to the Dean's Office.

• Manage internal sponsored audits and the development of an account reconciliation system for sponsored accounts.

• Develop forecasting and trending of expenditures of awards.

• Participate in data collection and analysis for faculty incentive plan for the Department of Pediatrics.

• Analyze individual and divisional faculty sponsored funding for review by the Chair, Administrator and other DOP leadership. This will include active and pending award totals in addition to current balances in pertinent non-sponsored accounts, such as Innovation awards.

• Administer non-sponsored Innovation Grant accounts.

• Reviews all sponsored accounts regularly for project initiation, account reconciliation and effort compliance.

• Participates in the analysis of programs, including productivity and fiscal performance, the product of which is incorporated into short and long range financial, operational and strategic planning.

• Liaison for the Department's finance and administrative staff with university and hospital areas such as the School of Medicine's Business Office, Research Administration, Sponsored Projects Shared Services, Dean's Office, Internal Audits, Human Resources, JHU Controller's Office, Tax Office, and JHH Finance Office.

• Responsible for requests from Financial Research Compliance, Research Finance Operations, Internal audits.

• Attend Children’s Center staff meeting.

Training

• Provide on-going Department of Pediatrics (DOP) Sponsored Research Training for all sponsored personnel and other DOP staff who submit proposals.

• Organize and lead monthly Sponsored Research Meetings for sponsored staff within the Department of Pediatrics along-side the Associate Administrator.

• Provide training for DOP financial personnel on sponsored research topics.

Contacts

• Internal: Department of Pediatrics Administration, All Children’s Hospital, Dean's Office, Research Administration, SOM Business Office, Sponsored Projects Shared Services, Equipment and Space Accounting, General Accounting, Payroll, Accounts Payable, Purchasing, Internal Audits. Various other departments and divisions in the School of Medicine, JHU and JHH.

• External: Affiliated hospitals, private and government agencies granting research funds (e.g., NIH, Foundations, and Private Drug Companies) and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, contractors).

Supervisory

• Will be supervising 1 Grants and Contracts Manager and 9 (Sr.) Grants & Contracts Analysts.

Special knowledge, skills, and abilities:

• Knowledge of accounting and budgeting theory and practices. Thorough knowledge and understanding of the Johns Hopkins University accounting system and its related fiscal offices. Specific knowledge of the operation of the Division and Department preferred.

• Knowledge of NIH policy guides.

• Ability to make independent judgments and to act on decisions on a daily basis. Ability to work for long periods of time without direction.

• Strong management abilities. Ability to prioritize own work and work of staff as needed. Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.

• Very strong organizational skills, analytical and problem-solving abilities, and attention to detail.

• Supervise skills and coordinate work of others.

• Ability to maintain high level of confidentiality.

• Strong interpersonal and communication skills, both oral and written. Ability to effectively interact with all levels of University and Hospital employees as well as outside contacts.

Minimum Qualifications

• Bachelor's Degree in Business, Finance, Accounting or other related field.

• Seven years progressively responsible professional-level administrative and financial experience related to monetary or non-monetary resources of a department, center, or unit, including 2 years financial management experience (e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources). Supervisory experience strongly preferred.

• Master's degree in a related field may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Master’s Degree.

• Five years sponsored projects and/or finance experience.

• Administrative, research, or finance experience in an academic or medical setting.

• Supervisory experience strongly preferred.

• Experience with SAP, FIBI, and related research systems.

Classified Title: Assistant Administrator - Clinical

Role/Level/Range: ATP/04/PF

Starting Salary Range: $85,500 - $149,800 Annually ($117,000 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: M-F; 8:30- 5pm

Exempt Status: Exempt

Location: Hynrid/School of Medicine Campus

Department name: ​​​​​​​SOM Ped Financial Management

Personnel area: School of Medicine

Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.