Job Description

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