Job Req ID: 114492
Program Administrator, Welch Center
The Welch Center for Prevention, Epidemiology and Clinical Research, a joint Center that sits between the Bloomberg School of Public Health and the School of Medicine, is recruiting a Program Administrator, Welch Center who will be responsible for administrative, financial, and operational activities. Reporting to the center’s director, Dr. Elizabeth Selvin, PhD, MPH, the Sr. Admin Manager provides high-level leadership and support to the Director and Deputy Directors to advance the center’s research and education mission and supervises the finance and administrative teams for the Center. This position may also oversee and direct the implementation of major projects, programs, and operational changes as required for business continuity and implementation of new university systems, policies, or procedures.
Specific Duties & ResponsibilitiesStaff & Faculty Personnel Management

• Supervise and lead approximately ~4-5 staff financial and administrative team members and indirectly lead and support communications, project management, events, and IT teams within staff support roles.
• Supervise the performance of staff, conduct performance reviews, identify professional development opportunities, and establish a matrix organizational structure.
• Develop staff job descriptions for new hires and restructure current job descriptions for upgrading of staff positions as needed.
• Process requisitions for new hires and perform other HR-related tasks, e.g., hiring, terminations, performance management.
• Advise and assist staff with HR processes and policies.
• Advise and inform processes for appointments and reappointments of faculty through guidance and materials creation.
• Process and facilitate with HR any faculty and staff visa requests.
• Promote and model a culture of exceptional service and support of the Center’s mission.
• Oversee and maintain compliance of the web-based time and attendance system.
• Orient all new employees to the center; ensure all forms are properly filled out and submitted and provide onboarding information for orienting new employees with JHU, BSPH, SOM, and the Center.
• Conduct annual reviews and provide ongoing feedback and constructive criticism. Prioritize and direct work efforts, providing guidance and direction. Conflict resolution. Responsible for strategic planning for future department staffing needs.
• Champion the importance and value of a diverse, equitable, inclusive, and respectful work environment.
• Promote cross training opportunities and provide a forum for information exchange.

Financial Management

• Provide oversight in the development, preparation, monitoring, projections, and reconciling of budgets.
• Demonstrate strong analytical skills and problem-solving capabilities and ability to weave robust analysis into strategic planning, influencing and problem solving.
• Develop the center’s fiscal operating budget and future planning for quarterly review by an Advisory Committee.
• Participate in departmental strategic planning and assist with implementation of the new or revised strategies.
• Evaluate and enhance department resources, cost allocation, administrative operations, and human resources practices to achieve improved equity, efficiency, transparency, and continuous improvement as well as to fund strategic goals and priorities.
• Provide financial reports and analyses used for strategic planning.
• Design and produce various reports for Directors and Advisory Board utilizing institutional data to create quarterly and ad hoc reports.
• Work with various programmatic, financial, and administrative teams to related to the core activities of the Center.
• Maintain accurate records and reports to ensure compliance with relevant policies.

Administration

• Develop and implement administrative policies and procedures as needed to ensure smooth operation of the Center.
• Work collaboratively with Center and school leadership and staff to translate broad directions into concrete goals and accomplishments.
• Serve as the university liaison for all administrative, financial, and operational matters.
• Establish and maintain positive professional liaisons both internal and external to the Center, school, and university.
• Make recommendations to Directors for existing opportunities to improve space utilization and define needs and justification for space.
• Oversee general facilities operations, IT and other issues, and administrative processes pertaining to personnel workspace management.

Special Knowledge, Skills, & Abilities

• Works effectively and constructively with others; shares time, energy, and knowledge with others to ensure they can succeed.
• Highly organized and detail oriented with ability to prioritize multiple responsibilities.
• A strong communicator, collaborator, and negotiator with unquestionable integrity, strong work ethic, and resiliency.
• Comprehensive knowledge of SAP and related reporting functionality.
• Able to identify short and long-term problems, strengths and weaknesses of current practices, alternatives, and implementing creative solutions to address complicated issues.
• Advance proficiency in Microsoft Office Suite applications (Word, Excel, and PowerPoint).
• Excellent communication and organizational skills.
• Ability to analyze large datasets, create pivot tables and use advanced formulas in Excel and perform data modeling.
• Ability to manage budgetary matters at both high oversight and detailed analysis level.
• Ability to work independently.
• Knowledge of JHU policies and procedures.
• Knowledge of federal regulations related to sponsored funding for educational institutions.
• Understanding of general accounting principles and practices.
• Able to work in a team and embrace a hands-on approach to management.

Minimum Qualifications

• Master’s Degree in related field.
• Five years of related experience in a university or business development setting, with at least three years managing staff.
• Additional related field may substitute for required experience and additional experience may substitute for education, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Prefer over five years of progressively responsible administrative management experience, including direct supervisory experience of staff positions.
• Demonstrated significant experience with financial analysis, financial reporting, budget development, and forecasting required. Demonstrated significant experience in administrative management.

Classified Title: Sr. Program Manager
Job Posting Title (Working Title): Program Administrator, Welch Center
Role/Level/Range: ATP/04/PG
Starting Salary Range: $98,800 - $173,300 Annually (Commensurate with experience)
Employee group: Full Time
Schedule: Monday to Friday: 8:30 am – 5 pm
Exempt Status: Exempt
Location: Hybrid/School of Public Health
Department name: Epidemiology
Personnel area: School of Public Health
Total RewardsThe referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.
Education and Experience EquivalencyPlease 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 Completing StudiesApplicants 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.
Background ChecksThe 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.
Diversity and InclusionThe Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity EmployerAll qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
EEO is the Lawhttps://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf
Accommodation InformationIf you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.
Vaccine RequirementsJohns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
Hybrid: On-site 3-4 days a week