Program Administrator

Maryland, United States
$43,101- $59,202
02 Oct 2018
End of advertisement period
02 Dec 2018
Contract Type
Full Time

Classified Title: Program Administrator 
Working Title: Program Administrator ​​​​​
Role/Level/Range: ATP/03/PB 
Starting Salary Range: $43,101- $59,202
Employee group: Full Time 
Schedule: M-F 8:30-5pm 
Exempt Status: Exempt ​​​​​​​ 
Location: 600 N. Wolfe Street 
Department name: 60000201-SOM DOM ID CCGHE 
Personnel area: School of Medicine

General Summary

The Program Administrator will be responsible for grants development and project management for the India Clinical Research portfolio under Dr. Amita Gupta, the Deputy Director of the Center for Clinical Global Health Education (CCGHE) at the School of Medicine. This person will report directly to the Indo US Research Program Manager with whom they will coordinate closely. The Program Administrator’s portfolio will include complex TB and HIV clinical research studies being implemented in partnership with academic institutions in India. This person would be a critical member of a fast-paced international team of researchers, administrative staff, study coordinators, and finance officers.

Duties & Responsibilities

Grant Development & Project Design

  • Collaborate with investigators to design new projects, taking into consideration alignment with donor interests, existing site capacity, and complementarity with ongoing studies.
  • Develop and compile grant applications in coordination with India-based teams. Draft and edit sections of research plans and technical narratives, including sections describing significance, institutional capacity, and staffing plans.   
  • Draft budget justifications, facilities and resources, personnel sections, letters of support, bibliographies, and training tables.
  • Maintain and update CVs and bio sketches for faculty participating in India projects. Format citations, edit personal statements and contributions to science sections, and adhere to standard NIH guidelines when necessary.
  • Assist grants/contracts team with formatting, packaging, and submissions.
  • Manage relationships and communications with academic partners in the U.S. and India.
  • Monitor key institutional donor websites for newly released RFAs and funding opportunities. Assess opportunities for alignment with CCGHE research priorities, and disseminate to JHU Pune team for consideration.

Coordination/Project Management

  • Work on complex clinical studies, maintaining good working knowledge of all assigned projects and protocols. Track and monitor technical reporting requirements and milestones.
  • Write, prepare, and submit progress reports to funders for assigned projects, coordinating with India-based staff to compile inputs and synthesize study data.
  • Organize and/or participate in relevant study team conference calls to discuss study launches, milestones, publication tracking, and samples shipments.
  • Coordinate among study team members and finance team to troubleshoot supply chain and finance issues.
  • Review and edit study protocols and SOPs for clarity, adherence to regulatory requirements, and operational feasibility. Develop new SOPs when required.  

Knowledge Management/Communications

  • Lead knowledge management activities related to India studies and proactively improve upon systems for sharing information and co-creating documents with colleagues in India.
  • Track abstract and publication progress and submissions in CCGHE Access database.
  • Assist regulatory staff with database management and report generation when needed.
  • Assist Communications Associate with website maintenance (develop, update and post materials).
  • Review and copy-edit marketing materials.

Cross-cutting Support

  • Develop agendas for international conference calls taking CCGHE and study priorities into consideration, synthesize notes and action items, and follow-up on action items.
  • Design and refine PowerPoint presentations summarizing study results and overall CCGHE progress for both scientific and donor audiences.
  • Collaborate with investigators to edit research abstracts, manuscripts, and research plans; assist faculty with manuscript submissions.
  • Conduct literature reviews, as needed.


Bachelor’s degree required. Minimum three years of relevant professional experience including administrative and coordination responsibilities for international programs.

Special knowledge, skills, and abilities

  • Excellent project management, coordination, administrative, and organizational skills.
  • Prior experience developing grant proposals.
  • Exemplary interpersonal skills, ability to collaborate effectively with staff across departments and geographic locations.
  • Demonstrated proofreading and copy-editing skills.
  • Prior experience maintaining databases.
  • Strong interest in global health with some experience living or working abroad preferred.
  • Proficiency in Microsoft Word, Excel, PowerPoint, and outlook.
  • Familiarity with Microsoft Access preferred.
  • Ability to act proactively and independently, exercising good judgment, thinking creatively to overcome logistical challenges.

The successful candidate(s) for this position will be subject to a pre-employment background check.

If 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 HR Business Services Office at For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

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.

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