Assistant Director of Research Administration-Divisional (Research Administration)

We are seeking an Assistant Director of Research Administration-Divisional who will be responsible for all activities related to sponsored project administration for the team they supervise. In this role, the individual reports to the Director of Research Administration and oversees Sr. Grants & Contracts Managers. This position is responsible for the performance and outcomes of the research administration team for which they are responsible.

They contribute to research administration planning and operational priorities for their assigned teams and support the divisional research administration leader and divisional leadership with resource planning, budget oversight, and the consistent application of divisional policies. Their decisions are guided by resource availability and functional objectives set by the divisional research administration leader.

This position is responsible for ensuring proposal compliance, monitoring the performance of manager-led teams, advising on grant and contract regulations, and overseeing the day-to-day management of grants and contracts for their assigned teams within a division. The Assistant Director also leads cross-functional initiatives and special projects in support of divisional research administration priorities. The ideal candidate should have extensive experience in pre- and post-award grant administration, demonstrated success leading and developing staff, experience managing financial and operational resources, for the ability to make personnel decisions, and the skills to contribute to operational planning and the implementation of policies and practices.

The Assistant Director oversees a defined group of research administration teams and is responsible for operational leadership, personnel management, and the consistent implementation of divisional policies and practices within their assigned areas.

Job Scope/Complexity

This position will provide broad/in-depth guidance sponsored project administration, including applicable regulations, policies and sponsor requirements to principal investigators (PIs), research administrators, and other faculty and staff within the University and with other associated entities outside of the University. The Assistant Director provides leadership, guidance coaching, and professional development to Sr.

GCMs, GCMs, and Grants and Contracts Analysts (GCAs) across their assigned teams. They support the development and delivery of research administration training; disseminate information regarding new regulations and compliance requirements; and provide reports and analyses as needed to the divisional research administration leader and/or department/division leadership as required. This position also collaborates with research administration leaders throughout the University to share best practices and promote consistency in research administration operations.

Specific Duties & Responsibilities

Leadership & Operations

• Provide day-to-day leadership and supervision for assigned Sr. GCMs fostering a collaborative, high-performing, and service-oriented research administration team.
• Manage staffing assignments, workload distribution, and resource allocation across assigned teams to ensure equitable workloads and high-quality service.
• Establish performance expectations, provide coaching and mentorship, conduct performance evaluations, and support employee development and career progression.
• Monitor operational performance, service levels, and key performance indicators; identify trends and implement process improvements to enhance efficiency, consistency, and customer service.
• Partner with divisional finance, human resources, and departmental administrative leaders to ensure coordinated support for faculty and research staff.
• Contribute to workforce planning, succession planning, recruitment, and onboarding activities for research administration staff.
• Lead special projects and perform other duties as assigned in support of divisional research administration priorities.

Research Administration Oversight

Oversee the delivery of high-quality pre-award and post-award research administration services provided by assigned teams.

Ensure compliance with sponsor requirements, federal regulations, University policies, and divisional procedures governing sponsored projects.

Provide guidance and consultation on complex proposals, awards, sponsor requirements, and post-award administration, serving as an escalation point for staff and faculty.

Review proposals involving institutional commitments, cost sharing, or other complex financial or compliance considerations and coordinate with divisional leadership as appropriate.

Monitor sponsored project portfolios to identify financial risks, compliance concerns, workload issues, and opportunities for operational improvement.

Oversee award setup, financial monitoring, reporting, budget management, effort reporting, subrecipient administration, closeout activities, and other sponsored project functions performed by assigned teams to ensure accuracy, timeliness, and effective stewardship of sponsored funds.

Ensure faculty receive responsive, consistent, and high-quality research administration support throughout the sponsored project lifecycle.

Strategic Leadership & Continuous Improvement

• Support implementation of divisional research administration strategies, operational priorities, and organizational initiatives.
• Develop and implement standardized processes, procedures, and best practices that promote consistency across research administration teams.
• Collaborate with research administration leaders across the University to share best practices, address common challenges, and advance institutional research administration initiatives.
• Stay informed of changes in sponsor requirements, federal regulations, and institutional policies, ensuring timely communication and implementation within assigned teams.
• Support the development and delivery of training, guidance documents, and educational resources for research administration staff.
• Prepare analyses, reports, and recommendations for divisional leadership related to staffing, operational performance, sponsored activity, financial trends, and strategic initiatives.

Minimum Qualifications

Bachelor’s Degree.

Seven years of related experience in sponsored research and/or financial positions, preferably in an academic or medical setting. Four of those years must include working in a GCA or equivalent role with management responsibilities, direct involvement in grants and contracts pre- and post-award administration and serving as a recognized subject matter expert.

Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Successful completion of the Research Administration Trainee program (13-15 months) is equivalent to two years of relevant experience for this position. If an employee does not successfully complete the program, no additional experience will be applied.

Preferred Qualifications

• Thorough knowledge of JHU online systems for budgets, purchasing and accounting.
• Thorough knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices.
• Technical Qualifications and Specialized Certifications
• Thorough knowledge of external Federal guidelines/procedures, including Uniform Guidance, for grants and contracts.
• Knowledge of modern ERP and grant management solutions used to track financial performance and compliance adherence.
• Knowledge of accounting and budgeting theory and practices.
• Technical Skills & Expected Level of Proficiency

Analytical Skills - Advanced

Attention to Detail - Advanced

Confidentiality and Discretion - Advanced

Grant Closeout Procedures -Advanced

Grant Proposal Preparation - Advanced

Grant Regulations - Advanced

Grants and Contracts Management - Advanced

Oral and Written Communications - Advanced

Record Keeping - Advanced

Regulatory Compliance - Advanced

Relationship Management - Advanced

• The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.
• Classified Title: Asst. Director Research Administration
• Job Posting Title (Working Title): Assistant Director of Research Administration-Divisional (Research Administration)
• Role/Level/Range: ATP/04/PF
• Starting Salary Range: $87,635 - $153,545 Annually (Commensurate w/exp.)
• Employee group: Full Time
• Schedule: Monday-Friday: 9:00am-5:00pm
• FLSA Status: Exempt
• Location: Remote
• Department name: BSPH Research Admin
• Personnel area: School of Public Health