Director, Program Administration (Job #492868)
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.
Hilltop conducts research and policy analysis to support health care financing and delivery system reform in Maryland and other states. With access to an extensive onsite data repository that includes Medicaid and Medicare administrative data, hospital discharge data, nursing home assessment data, and all-payer claims data, Hilltop conducts qualitative and quantitative analysis to inform health care payment, program design, monitoring, and evaluation. Widely recognized for its unique collaboration with the Maryland Medicaid program, Hilltop is at the forefront of national efforts to find data-driven solutions to complex problems facing state policymakers as publicly funded health care systems transition to new models that reward quality and value over volume.
Hilltop’s core competencies include an extensive data repository, sophisticated analytics, knowledge of state health policy, and its highly regarded partnership with Maryland’s Medicaid program. Hilltop’s new strategic plan aims to build on these core competencies to strengthen its role with Maryland state agencies as a leading provider of data analytics and health informatics, become a central resource for research and engaged scholarship at UMBC aimed at improving the health and wellbeing of people and communities, and promote opportunities for collaboration on Medicaid cross-state research working with other state-public university partnerships.
UMBC is a dynamic public research university integrating teaching, research, and service to benefit the citizens of Maryland. The Baltimore Sun recognizes UMBC as one of the region’s top employers, with solid leadership, vision, and direction. UMBC is an institution that values diversity, promotes civic engagement, and supports work-life balance. The Hilltop Institute, one of the largest research centers on campus, engages in collaborative, data-driven research with UMBC faculty and provides research opportunities to graduate students. Hilltop staff enjoy the benefits of a university environment and are encouraged to take advantage of tuition remission to pursue skill-building course work and graduate degrees.
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
- 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
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.
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.
Exempt, full-time, grant-funded (Note: This position is grant-funded, wherein employment is contingent upon the renewal of the grant). Salary is commensurate with qualifications and experience. The position is full-time, offers excellent opportunity for professional growth, and includes the full university benefits package including tuition remission for qualified candidates.
For best consideration, send a cover letter (indicating Job #492868), resume, and contact information for three professional references (in three separate attachments) by March 8, 2019 (resumes will be accepted until the position is filled) to:
Director, Program Administration Search Committee
The Hilltop Institute at UMBC
Sondheim Hall, 3rd Floor
1000 Hilltop Circle
Baltimore, MD 21250
* If submitting materials electronically, the cover letter should be included in a separate attachment.
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.
UMBC IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER
Please visit our web page at http://www.umbc.edu/hr for additional employment opportunities.
February 13, 2019