John Hopkins University

IT@JH Financial Systems is seeking an Sr. IT Project Administrator who will support administrative departments and business units (including HR, Finance, Payroll, and shared services) that rely on ServiceNow for case management and service delivery. The position focuses on managing and enhancing the ServiceNow platform, including workflows, record producers, and integrations with enterprise systems, rather than end user devices such as laptops or mobile hardware. Work includes a combination of ticket-based activities (e.g., defects, access requests, configuration updates) and project-based assignments (e.g., new service onboarding, automation, and system enhancements). The role operates with moderate to high independence, collaborating closely with business stakeholders and technical team members, while following established service management processes and delivery standards.

Specific Duties & Responsibilities

Leads Projects

• Lead one or more IT related projects within the constraints of scope, quality, time, and cost to meet the specified requirements to the satisfaction of the customer.
• Lead and coordinate the people, activities, and resources involved in the projects.
• Assign resources necessary to carry out the project.
• Gather information to plan, organize, direct, implement and evaluate requirements and tasks.
• Ensure all requirements and objectives are properly documented at project onset.
• Identify deviations from the plan and correct as needed.
• Escalate decisions and unresolved issues.
• Own project documents and communication plans.
• Maintain project documents which may include scope documents, project plans, project charters and communications plans.
• Maintain issues list and coordinate the resolution.
• Effectively use PMO project management system(s).

Communicate Effectively with All Project Participants

• Understand project interdependencies and shared responsibilities for resource management that may span multiple IT disciplines.
• Work proactively through facilitation and communication to minimize conflicts.
• Identify and communicate areas where resource allocations are not aligned with the needs.
• Communicate needs for resources to related managers across the organization.
• Adapt to issues that have the potential to impact project milestone dates. Communicate necessary changes in plans to accommodate.
• Anticipate internal sensitivities and communicate appropriately.
• Flexibly accommodate changing needs both within and outside the organization.
• Serve as an escalation point for issues that arise.
• Communicate project status, issues, budget.
• Prepare status reports, and presentations appropriate for various levels of management and staff, including budget-related details.
• Create and distribute meeting documents including agendas, minutes, and issue lists.

Scope And Budget Management

• Create budgets associated with projects for review by project stakeholders.
• Develop project budgets not to exceed bottom line expenditures without variance approval.
• Report financial status to appropriate project participants.
• Oversee the procurement process and identify potential budget issues.
• Research pricing and financing options for capital and operating costs.
• Use a systematic approach to preparing RFPs, comparing options to business needs, researching vendor’s stability and references, etc.

Develop Project Requirements

• Facilitate project requirements for development and tracking.
• Document and catalog project requirements.
• Conduct efforts to gather project requirements.
• Gather end-state goals and objectives.
• Gather and record success criteria for implementation.
• Create and review data gathered for overall project justification.
• Create needs analysis documentation.
• Gather data for budget estimates, scope, resource and implementation time estimates.
• Ensure that software/hardware solutions align with business requirements throughout the implementation process.
• Develop the prioritization process.
• Develop a business justification for the project which includes possible ROI or alignment with strategic initiatives.
• Other duties as assigned.

In Addition to the Duties Described Above

• Manage intake, prioritization, and backlog coordination across multiple ServiceNow instances.
• Lead requirements gathering with business stakeholders and translate into actionable delivery tasks.
• Coordinate 3-week sprint planning, release schedules, and delivery timelines.
• Facilitate Change Review Board and governance processes for larger enhancements and new development.
• Oversee cross instance initiatives and ensure alignment across business and technical teams.
• Support pre go live readiness, training coordination, and UAT activities.
• Lead post go live hypercare operations, including issue tracking, escalation, and resolution coordination.

Minimum Qualifications

• Bachelor's Degree.
• Five years of related experience, including two years of Project Administration.
• 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.

Preferred Qualifications

• PMP certification (PMI Project Management Professional) or equivalent PMI aligned credential.
• Experience managing ServiceNow or enterprise platform delivery in a multi stakeholder environment.
• Familiarity with Agile/Scrum methodologies and backlog management in a product/platform model.
• Strong experience coordinating cross functional initiatives involving business and technical teams.
• Ability to drive structured intake, prioritization, and release planning across multiple workstreams.

Classified Title: Sr. IT Project Administrator

Job Posting Title (Working Title): Sr. IT Project Administrator (IT@JH Financial Systems)

Role/Level/Range: ATP/04/PE

Starting Salary Range: $73,300 - $128,300 Annually (Commensurate w/exp.)

Employee group: Full Time

Schedule: Monday-Friday, 8:30am-5pm

FLSA Status: Exempt

Location: Remote

Department name: IT@JH Financial Systems

Personnel area: University Administration

Total Rewards

The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency

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 Completing Studies

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.

Background Checks

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.

Diversity and Inclusion

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit: https://accessibility.jhu.edu/.

Vaccine Requirements

Johns Hopkins University requires all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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