Location: Baltimore, Maryland
Internal Number: 109246-en_US
The Program Administrator will work under the general guidance of, and in close collaboration with the Program Officer, and representatives from different Jhpiego departments (e.g. Finance, Contracts Management Compliance Division [CMCD], Travel, Procurement, Global External Communications Office [GECO]) to support country teams and global projects to successfully implement projects. The Program Administrator is responsible for ensuring that administrative tasks are completed. The exact support needed will vary by country, but will likely include: US-based procurement, processing contracts, setting up payments from US, setting up meetings, taking notes, reviewing/editing reports for completeness, minor translation needs for certain countries.
- Schedules / organizes recurring meetings with internal and external stakeholders including Country Offices, donors, HQ staff
- Informs and reminds responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate
- Coordinates events, conferences and travel for Country Office and / or HQ staff
- Provides support to Program Officer(s) in meetings; takes notes and highlights key follow-up items, identifying appropriate contact for resolution
- Liaises with internal stakeholders for the review, status, processing and reconciliation of invoices and payments
- Maintains / updates HQ and Country Office team sites and database(s), ensuring all relevant information is up-to-date and accessible
- Maintains the secure storage of sensitive, confidential information in accordance with record keeping best practices and applicable legislation
- Scans, records, refers and follows up on correspondence and documents; evaluates the urgency or critical nature of items, and brings them to the attention of the responsible staff
- Uses appropriate software / tools and applicable templates to prepare documentation as well as track, monitor, report information, and maintain database(s) i.e. CRM as applicable
- Prepares, formats, edits, and / or disseminates project information, documentation, reports, presentations to or for appropriate stakeholders
- Identifies and recommends opportunities for improvement to tools, forms, tracking, reporting, etc. for the supported function
- Fosters country relationships and customer service with country teams to identify and support their administrative needs
- Collaborates with internal stakeholders and Jhpiego departments (contracts, HR, GECO, etc.) to link country teams with appropriate Jhpiego resources.
- Acts as first-level programmatic support for activities across all phases of the program lifecycle
- Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply
- Serves as a first point-of-contact and liaison for Country Offices regarding operational or programmatic needs / issues within assigned area(s)
- Updates Supervisor and team members on the program implementation status, and potential issues and opportunities
- Identifies, recommends and effectively executes standard practices to support operational activities within the assigned functional area
- Resolves routine problems independently, escalating non-standard, complex issues to Program Officer(s); may collaborate to find and implement corrective course of action
- Monitors and tracks program activities and ensures appropriate resources, materials, services are ready in alignment with established program scope, budget, timelines
- Monitors and tracks relevant metrics and raises discrepancies/issues to Program Officer (e.g., start-up plan, close-out checklist)
- Collaborates and liaises with internal / external stakeholders to ensure appropriate materials, tools, resources are ready and available in alignment with service delivery requirements
- Conducts due diligence and follow-up to ensure the timely delivery of activities / services within defined scope and established timelines as needed.
- Tracks, monitors and updates procurement plan against established timelines, scope, budget set by Program Officer(s)/Project Team
- Sources supplies / materials, technical services and consultants under the general guidance and direction of Program Officer(s)
- Sets up vendors through JHU system
- Pays invoices in a timely manner to avoid interruption / delays to assigned area
- Fosters positive relationships with vendors.
- Reviews, edits documents translated to English from working language of country supported
- Translates communications, including emails, as needed to local language or English as needed
- Coordinates the translation of key documents with external vendors
- Coordinates interpretations for live meetings with external vendors
- Leverages online software to translate documents, and review versions.
- Processes / routes contracts to appropriate contacts
- Maintains log of contracts with relevant information (e.g., amount vendor, start/end dates)
- Coordinates with technical and administrative team(s) to assist and ensure completeness, accuracy of information during the preparation of proposals and reports
- Reviews contracts and supporting documents for completeness and accuracy
- Identifies missing information, issues or discrepancies in contracts and notifies Program Officer(s) or appropriate contact for resolution
- Works from templates and completes required fields, working with the Program Officer(s) or other department, including Country Office, to source information pertinent to missing fields as needed
- Liaises with Global Human Resources (GHR) to determine appropriate rates for consultants.
Special Skills, Knowledge & Abilities:
- Interest in global public health
- Knowledge of administrative processes and approaches and financial reporting and reconciliation
- Knowledge of contracts and global program operations
- Team player with problem solving skills
- Ability to communicate with diverse groups and at all levels (Influencing, coaching and advising)
- Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform
- High proficiency in writing and editing letters, reports and documents
- Very strong organizational skills
- Strong decision-making skills and results-oriented approach
- Aware of and sensitive to working in multiple socio-economic settings and with multi-cultural groups in a developing country environment
- Comfortable with a team approach to programming and the ability to manage several major activities simultaneously
- Availability to travel independently in new environments up to 10% time
- Proficiency in MS Office - Word, Excel, PowerPoint, SharePoint, MS Team Sites
- Bachelor's degree
- Two years related experience
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula
Classified Title: Program Administrator
Working Title: Program Administrator
Starting Salary Range: $46,471 - $55,765 Commensurate with Experience
Employee group: Full Time
Schedule: Mon-Fri, 8:30 - 5:00pm
Exempt Status: Exempt
Department name: 60000109-Global Program Operations GPO
Personnel area: Academic and Business Centers
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/
Please 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 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.
The 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.
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