Administrative Services Manager

The Center for Global Digital Health Innovation (CGDHI), previously known as the Johns Hopkins Global mHealth Initiative, is a multidisciplinary Center within the Department of International Health at the Johns Hopkins Bloomberg School of Public Health. The Center aims to develop responsive digital health innovations and provide rigorous, evidence-based support for scaling digital technologies and advancing health equity to improve health – with a focus on resource-limited settings.

The Department of International Health, Center for Global Digital Health Innovation is seeking an Administrative Services Manager. The Manager will work closely with the Center leadership to support faculty across a range of research projects. The Manager will provide administrative and financial management of grants and contracts for CGDHI.

Reporting to the Sr. Financial Manager, the Manager will provide day-to-day administrative and financial operations support to faculty, staff, and students within the Center. This position will work closely with faculty, staff and students to develop budgets and coordinate the sponsored project proposal process. This position will also support pre and post award account management through invoicing, billing, revenue tracking and receivables, distribution of salary/effort, monthly account reconciliation. Additionally, the Manager will support the processing of travel reimbursements and vendor payment management and maintain a system expense monitoring to ensure compliance with departmental and University policies.

Specific Duties & Responsibilities

Center Management Operations

• Development of and adherence to protocols, guidelines, and workflows that support Center management and operations in a timely manner.
• Keep track of a high-level overview of all grants Center faculty are involved in, including continually updating the list so it is accurate.
• Manage technical financial administrative tasks related to the Center budget, processing reimbursements, invoices, and honorariums, and booking travel and lodging where appropriate. This will include collaborating with the department-level grants finance management team.
• Support development and management of research grants, including developing scope of works, memorandums of understanding, and managing the University-level workflow to ensure the grant is correctly processed and awarded.
• Coordinate and support development of scope of works and management of subcontracts under the grants being managed.

Accounting & Finance Operations

• Perform monthly reconciliation of both sponsored and non-sponsored accounts, resolving posting discrepancies when necessary.
• Processes travel reimbursements for employees and non-employees, students serving as point of contact for faculty and staff needing assistance with travel management and reimbursements.
• Manages vendors by performing various transactions in support of vendor invoice payments, shopping carts/purchase orders, as well vendor Payment Works requests.
• Perform account review and reconciliation.
• Proactively monitors account utilization to minimize potential of over expenditure and seeks to identify and resolve posting errors in a timely manner.
• Complete adjustments as needed of non-payroll cost transfers to reallocate funds and to correct errors.
• Ensures compliance with all relevant University and/or agency regulations and restrictions.
• Coordinates sponsored billing invoices for posting of grant receivables.

Budget Development/Pre & Post – sponsored support Operations

• Assist faculty with grant submission budget development using appropriate cost rates for direct, indirect and benefit costs, including all anticipated cost projections.
• Supports coordination of sponsored proposals for completeness through collection and consolidation of all required documents, including tracking and follow up through submission and acceptance.
• Work with internal JHU offices to ensure budget numbers are set up in a timely manner.
• Monitor revenue and expenditures for sponsored & non-sponsored budgets including subrecipient monitoring and tracking of invoices.
• Supports grant financial planning, cost analysis, budget forecasts and projections.
• Prepare ad hoc reports as related to budgets.

Reporting

• Develop and generate SAP/BW Analysis financial reports and files and verify budget and expenditures to ensure compliance with university and/or donor policies, regulations and restrictions.
• Provide reports including but not limited to trend analysis, variances from budget/projection, YTD results, etc.
• Prepare travel expense reports and receipts for faculty.
• Other dutie