Jobs at UMBC

Director of Program Administration

Apply now Job no: 492868
Work type: Staff Full-time
Location: UMBC Campus
Categories: Executive/Director/Management


 The Hilltop Institute  

The Hilltop Institute ( at the University of Maryland, Baltimore County (UMBC) is seeking a Director of Program Administration. The ideal candidate will share Hilltop’s commitment to advancing the health and wellbeing of people and communities and have a proven track record in administering research programs, including pre- and post-award management of grants and contracts, ensuring Health Insurance Portability and Accountability Act (HIPAA) compliance for research involving protected health information (PHI), supporting research collaborations across departments and institutions, and experience in standing up and managing technology solutions to support program administration.



The Director of Program Administration (Administrative Services) reports to Hilltop’s Executive Director, serves on Hilltop’s senior management team, and directs Hilltop’s Business Office staffed with a Business Manager and Accounting Associate. Specific duties include:

Organizational Budgeting and Financial Management

  • Develop and monitor Hilltop’s annual operating budget, including supporting Hilltop’s Chief Technology and Compliance Officer (CTO) on budgeting and monitoring technology services
  • Manage Hilltop’s “shadow system” encompassing Excel-based systems for managing allocation of staff effort to grants/contracts, capturing salary adjustments and fringe benefits, and reporting organization-wide revenue/expenses as well as expenditures for individual grants/contracts; reconcile shadow system output with PeopleSoft
  • Oversee management of competitively procured vendor services in collaboration with Hilltop senior management, UMBC’s procurement office, and Hilltop’s Business Office

Hilltop’s Business Office Oversight

  • Provide oversight for Hilltop’s Business Office, supervising the Business Manager and ensuring that all functions related to pre- and post-award grant/contract management, accounts payable, financial reporting and compliance, and human resources management are effectively carried out
  • Consistent with UMBC policy requiring separation of certain Business Office functions, perform account reconciliations in PeopleSoft and other “checks and balances” duties as requested by the Business Manager
  • Provide back-up to the Business Manager for essential functions, such as pre-award budgeting and proposal management, semi-annual effort certification, quarterly staff effort reports for supervisors, project financial expense certifications, and fiscal year-end close-out

Program Development and Management

  • Lead and/or participate in cross-organization teams of directors, analysts, and programmers to plan and carry out research or systems development initiatives
  • Serve on project review committees to ensure that sponsored projects are on time and on budget and accomplishing stated goals
  • Support implementation of Hilltop’s new strategic plan, providing guidance to senior management, monitoring metrics and managing reporting, and contributing to new initiatives

Data Use Agreements (DUAs)

  • Oversee development and administration of DUAs, including developing scopes of work in collaboration with analysts, supporting UMBC’s Office of Sponsored Programs (OSP) in negotiating agreements, coordinating with the Maryland Department of Health in developing multi-party DUAs for fulfilling Medicaid data requests from external researchers, and monitoring DUA compliance
  • Maintain lists of active and inactive DUAs as well as a searchable database
  • Recommend process improvements to promote greater efficiencies in DUA development and management
  • Ensure compliance with HIPAA and other relevant state and federal rules and regulations

Systems Development

  • Lead the development and implementation of a next-generation shadow system for managing Hilltop budgeting and financial reporting in collaboration with senior management and a systems design consultant
  • Recommend strategies and processes for streamlining the pre-award process, including vetting of proposals, preparation and review of proposals and budgets, delineating the roles and responsibilities of Hilltop staff, and training analysts on proposal preparation and management
  • In collaboration with Hilltop’s CTO, provide leadership for the expansion and migration of Hilltop’s Microsoft Access-based information system on grants/contracts to Salesforce, including mapping business processes, proposing system enhancements,  procuring and managing consulting services for system development, conducting beta testing, launching the system, training staff to use it, and developing procedures for management of the new system
  • Recommend ways in which Hilltop can improve business processes using PeopleSoft, UMBC shared services centers such as MIPAR, and Kuali software recently implemented by UMBC to support research administration

Liaison to UMBC

  • Serve as Hilltop’s primary liaison to UMBC’s OSP
  • Represent Hilltop on the UMBC Research Administration Group and other relevant committees and working groups on campus


Required Minimum Qualifications:

Requires a bachelor’s degree (master’s or JD preferred) in business, law, public administration, public policy, finance, information technology, or a related field and at least ten years of relevant experience. Must be proficient in Microsoft Word, Excel, and PowerPoint and have excellent verbal and written communications skills.


Preferred Qualifications: 

The ideal candidate will have an established track record in program administration, grant/contract development and management, budgeting, and systems development; experience in a university environment is a plus. An understanding of health policy and experience in HIPAA compliance and managing PHI and DUAs is a plus. Ability to set priorities, multi-task, lead project teams, mentor and develop staff, effectively manage resources, and complete projects on time and within budget is desired. Committed to Hilltop’s mission and the ability to positively represent the organization to external stakeholders.

Background Screening Statement:

A background check will be required.


Special Instructions to Applicants:

Submit a cover letter, resume, and contact information for three professional references. 

Screening of Applications Begins: For best consideration, submit application by March 8, 2019.  Applications will be accepted until position is filled.
Salary: Salary is commensurate with qualifications and experience.
Hours: Full-time 
Type: Grant Funded
Additional Information:


FLSA Status: Exempt
Benefits: UMBC offers a benefits package for regular and grant-funded regular employees including generous leave, excellent health, life, and disability insurance, retirement plans, tuition remission, on-site preschool, and numerous professional development and wellness opportunities. Contingent II positions may include some benefits. To learn more about our benefits click here.
 Equal Opportunity Statement: UMBC is an Affirmative Action/Equal Opportunity Employer. Applications from women, minority group members, veterans and individuals with disabilities are encouraged to apply.


If you require a reasonable accommodation for a disability for any part of the employment process, please contact the Human Resources Department at 410-455-2337 or MD TTY Relay Service 1-800-735-2258 between 8:30 a.m. and 4:00 p.m. Monday through Friday.

Work Authorization  As required by the 1986 Immigration Act, be prepared to present acceptable documentation upon hire showing your identity and that you are a U.S. citizen or an alien who is authorized to work.

Advertised: Eastern Standard Time
Applications close: Open Until Filled

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