Project Administrator

We are seeking a Project Administrator who 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

Management of Operations

• Oversee 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.
• Hire trainees, postdocs, and staff.
• Program budget development and management.

Communications

• Responsible for content development and production of publications and marketing materials, requiring planning, significant coordination, and collaboration.

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