Job Information
Johns Hopkins University Associate Director, Research Management Services in Baltimore, Maryland
Johns Hopkins University (JHU) School of Medicine (SOM) seeks an Associate Director, Research Management Services (RMS). Reporting to the Executive Director of Research Finance, will collaborate with operational stakeholders, senior leadership, and departmental administrators/directors to oversee centralized planning, administration, and implementation of sponsored research management practices for all administrative and financial aspects of sponsored and non-sponsored research accounts within Research Management Services (RMS) partnerships.
With a proven track record in finance and research administration, the ideal candidate will possess a comprehensive understanding of progressive academic finance practices and firsthand knowledge of the tripartite integrated mission within the SOM. This expertise is vital for optimizing efficiencies and achieving operational goals across all SOM departments served by RMS.
This role requires strong leadership capabilities, including the ability to prioritize tasks effectively and foster collaboration among colleagues and stakeholders. The role requires exceptional judgment, tact, creativity, adaptability, and initiative. The Associate Director should be capable of producing top-tier work, demonstrating flexibility to adapt to changing priorities in alignment with organizational needs. A commitment to service, a positive outlook, and a high level of confidentiality are integral aspects of this position. Strategic thinking and representation of the SOM's sponsored research management pillar are paramount qualities expected in the successful candidate.
This role will lead a team of 30+ professionals, manage approximately 1,400 sponsored and non-sponsored research accounts, and oversee rolling sponsored expenditures of $160+ million, with anticipated growth. Responsibilities include pre and post award activities for various grants, contracts, clinical trials, sub-awards, and non-sponsored research funding supporting the SOM's research mission.
Specific Duties & Responsibilities
Ensure optimal operations for all pre-award and post-award activities for multiple departments within the School of Medicine.
In close collaboration with departmental leadership partners, this position will serve as the primary resource for strategic financial and operational planning in the research space.
Financial Operations
Oversee and direct the day-to-day functions of complex award management activities within RMS including, monitoring and managing research accounts (sponsored and non-sponsored), reporting, sponsored accounting pre-award and post award budgeting, submissions, effort reporting, payroll, FSR preparation and closeouts.
Target, attain and maintain Dashboard compliance criteria and measures in the “excellent range” including, timely submission of FSR’s, minimizing the number of transactions over 90+ day for payroll and non-payroll cost transfers and timely certification of effort forms.
Minimize deficit balances, unbilled revenue and open receivables.
Proactively identify funding gaps and/or budget variances timely. Develop corrective action plans in order to minimize the amount of cost overruns and small balance transfers.
Identify opportunities and champion major initiatives for continuous improvement in support of internal controls and financial reporting processes.
Develop in collaboration with partner departments the annual fiscal year sponsored budget; oversee the annual sponsored budget planning and preparation for department stakeholders.
Implement and manage internal audits in the sponsor space based on random samplings. Identify areas of risk/non-compliance and make recommendations for internal process adjustments as required.
Collaborate with and act as point of contact with departmental faculty, departmental leadership and/or grants/financial staff regarding the planning, management and execution for optimizing all available sponsored funding.
Ensure compliance in all areas relating to grant and contract management, to include sponsor organization guidelines, internal protocols, accurate protocol information within grant documents, conflicts of interest, etc.
Provide relevant updates and routine reporting to departmental and SOM leadership, as required.
Ensure all post-award responsibilities are completed timely and accurately, including budget distribution, account reconciliation, payroll allocation, and effort reporting, cost transfers, paying and preparing invoices. Ensure SAP set-ups are correct to include sponsor, start/end dates and F&A rates etc.
Ensure all high and low-risk Sub-awards are administered timely and compliantly. Perform routine audit of high-risk sub-award documentation requirements as required.
Provide on-going guidance, facilitation & expertise to faculty, clinical and basic science departmental staff and RMS staff related to sponsored and non-sponsored research funding.
Leads recommendations and actions on sponsored budget adjustments or cost improvement measures related to sponsored management in the partner departments; identifies risk to research mission.
Assist new faculty with onboarding/start-up process, including movement from former institution, orientation to RMS and ORA policies, procedures, and requirements.
Assist departing faculty with off boarding, including movement to their new institution, equipment transfer, relinquishment and closeout of JHU projects.
Collaborate with the Executive Director in developing, updating and operationalizing Service Level Agreements (SLA) with department operational stakeholder.
Collaborate with the Office of Research Administration (ORA) to ensure the successful and timely processing of all agreements through the central approval process.
Collaborate with Sponsored Projects Shared Services (SPSS) to ensure the successful and timely processing of all account set-ups, modifications and closeouts.
Collaborate with the Office of Internal Audits (OIA) to ensure all outstanding audit action items are resolved and implement internal controls to prevent future findings.
Key focus on customer service, timely and appropriate communication; and meeting deadlines.
Administrative Operations
Responsible for direct/indirect management of 30+ grants and contracts professionals.
Responsible for effective staff management, including recruiting practices, on-boarding/orientation, training, professional development, workflow, performance management, and the promotion of an inclusive, innovative and diverse work environment.
Oversees training of staff by developing procedures to improve efficiency, effectiveness and implements best practices. Ensures the skills and competencies of department staff address changing technology and changing needs.
Oversees staffing and personnel management plans, employment and compensation issues, performance management issues, disciplinary actions, and salary planning in a multi-departmental matrix environment.
Lean Operations
Implementing LEAN techniques through continuous techniques for refining efficiencies and productivity within RMS to ensure value-add services are being provided to its customers.
Requires a commitment to the initial onboarding and ongoing training of the RMS team.
Manage current rate agreements and seek revisions and/or updates.
Manage the onboarding and scaling of resources as well as the implementation plans with to new departments (customers) that are looking for centrally managed sponsored research.
Other
Strong written and verbal communication skills with excellent presentation skills.
Completes with a high degree of accuracy and timely delivery of special assignments, reports, and projects as assigned.
Recognizes the sensitivity and importance of managing confidential department and/or School information.
Communicates in a tactful and diplomatic manner with staff, students, faculty, and external partners.
Strong critical thinking skills, methodical and intentional decision making acumen based on industry experience working in the research administrative space.
Special Knowledge, Skills, & Abilities
Demonstrated knowledge of pre and post award sponsored activities involving sponsored projects. Demonstrated knowledge of the All Funds and sponsored funding impacts.
Johns Hopkins University SAP accounting and financial systems preferred.
Demonstrated ability to make independent judgments and to act on decisions on a daily basis.
Demonstrated ability to work independently for extended periods of time without daily direction, ability to prioritize own work, work with flexibility on several tasks simultaneously and meets concurrent deadlines.
Demonstrated ability to lead projects and cross-functional teams to improving the quality of administrative functions of the School.
Demonstrated knowledge of advanced Excel skills in order to develop spreadsheets and reports in an automated fashion.
Self-starter as an independent thinker, self-governing to organize, complete and deliver projects and deliverables with little direction.
Ability to prioritize work with flexibility to act and or change direction as needed while working on multiple tasks simultaneously with concurrent deadlines.
Ability to efficiently manage multiple projects and deadlines, work across departments and functions, and translate strategies from plans to action.
Understanding of and commitment to the mission of the organization.
Ability to maintain confidentiality.
Minimum Qualifications
Bachelor's Degree in Finance, Business or a related field is required.
Minimum of five years of progressively responsible finance or relevant experience required.
Proven track record of effective leadership and ability to navigate complex issues and drive strong performance results.
Preferred Qualifications
Master's Degree, preferably in business or directly relevant field.
Five to ten years related experience in a medical school or academic medical center.
Classified Title: Associate Director RMS SOM
Job Posting Title (Working Title): Associate Director, Research Management Services
Role/Level/Range: L/04/LF
Starting Salary Range: $97,200 - $170,200 Annually ($150,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8.30am-5.00pm
Exempt Status: Exempt
Location: Remote
Department name: SOM Admin Finance Research Operations
Personnel area: School of Medicine
Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.