Administrative Program Coordinator

Johns Hopkins All Children’s Hospital (JHACH) is seeking a full time Administrative Program Coordinator to be a part of our basic science research administration team and provide complex administrative and project support. The Administrative Program Coordinator will primarily support faculty in the Cancer and Blood Disorders Institute (CBDI) and will be responsible for financial and administrative duties for both sponsored and non-sponsored operations. This individual works independently most of the time with support from the Faculty/Principal Investigator (PI) on grants/contracts when needed and minimal to no supervision on non-sponsored projects. Will provide standard professional administrative level guidance on protocols, guidelines and policies faculty and other research lab staff. The position will report to the JHACH Office of the Vice Dean. The Administrative Program Coordinator is a dynamic individual who functions well within a team in support of advancing the research mission of JHACH.  The employee will have a high level of attention to detail, excellent written and oral communication skills and is able to prioritize and effectively juggle multiple deadlines.

Specific Duties & Responsibilities

Sponsored

• Provides the Principal Investigator (PI) key support in the preparation and submission of grant applications including initial budget preparation, manuscript review and editing for thoroughness and completeness, and compilation and formatting of data, figures and reference information for grant submission hand off to pre-award team.
• Works across institutes, departments and organizations to pull information, data, images, etc. for all publications and grant documents.
• Works with the local and Baltimore-based grants team in facilitation of pre-award and post-award functions for grant proposals and extensions for administrative functions.
• Serves as point of contact for grant work requests and questions from the local and Baltimore-based grants team or Office Research Administration (ORA).
• Works with the local and Baltimore-based grants team with Just-in-Time (JIT) information, Notice of Grant Award (NOGA), progress reports and final reports as the PI’s lab point of contact.
• Administer grant budgets, including monitoring and tracking expenses, budget reconciliation, resolving commitments and issues, assisting with developing budget projections, and collecting information for budget development.
• Ensure accuracy and compliance with approved grant budgets.
• Ensures compliance with sponsoring organizations’ guidelines, as well as relevant University policies and procedures.
• Assist Principal Investigators in completion of required information and ensures deadlines are met.

Non-Sponsored

• Verifies that faculty and PI are compliant with mandatory trainings and continuing education and schedules trainings as appropriate.
• Reports non-compliance to the Administrative Manager.
• Provides administrative support and general office duties necessary for efficient departmental operations, including purchasing, records control, office moves/renovations, repairs, maintenance, etc.
• In collaboration with faculty and Administrative Manager, analyzes operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, and personnel requirements) to identify areas for more efficient operations or areas for redesign.
• Develops and recommends administrative processes/procedures to ensure efficiency in general office operations to the lab PI and Administrative Manager. Interprets and communicates operating policies.
• Represents the PI and laboratory faculty at administrative meetings regarding travel, budget reconciliation, facilities and participates in planning meetings for programmatic building.
• Assists Administrative Manager with preparation of annual fiscal budget. Tracks expenditures and budget changes.
• With direction from leadership, develops and manages complex and key administrative projects (databases, reports, office workflow, records control, course materials, rollout of new systems, disaster plans, etc.)
• Partners with the Administrative Manager for recruitment and onboarding of postdocs, staff, faculty and interns.
• Takes the lead on all aspects of planning, preparation, logistics and execution for assigned special events/functions, such as workshops, seminars and conferences Engages other departments/institutes as appropriate (i.e., Marketing, Office of Medical Education, etc.)
• Prepare and process faculty check requests, reimbursements, travel leave requests and vacation requests for submission and approval by Office of the Vice Dean.
• Tracks vacation, sick days, conference/meeting time for PI and lab personnel (techs, pre- and