Job Req ID:  112400

Program Coordinator

The Pathology Department is seeking a Program Coordinator who will provide a wide variety of tasks including administrative, financial and para-professional level sponsored funds support with specific responsibility for pre-award and post-award functions that include, but may not be limited to: proposal preparation, budget development, account maintenance and oversight, billing/invoicing, reporting, and closeout. This role may assist with some less complex grants through the submission stage, with necessary oversight and direction. This non-exempt position supports multiple faculty/principal investigators in the Brain Resource Center and serves as a consistent point of contact for laboratory, faculty, and administrative staff across Pathology, JHU/SOM, and in partnership with other departments.


This position performs all administrative activities for one or more faculty/PI’s to ensure a smoothly functioning office; interprets operating policies; exercises independent judgment in the resolution of administrative problems, prioritizing of workload, facilitating travel arrangements and expense reconciliation, purchasing supplies, coordinates special projects or programs, such as: seminars, courses, donation centers, training programs, etc. Serves as a resource in a team environment. Provides some support to faculty including appointments, transcription of medical records, correspondence, manuscripts, grant proposals and filing. Understands HIPAA and departmental specific policies relating to medical records policies in regards to discussion, faxing and handling of patient medical records. Customer service representative duties call for reports, slides, interface with patients, clinicians, outside institutions.


Specific Duties & Responsibilities


Autopsy Coordination

  • Enrollment of Study Participants to included contact with Clinical Cores of research studies, communication with participants/next-of-kin and long term care facilities. Mailing of autopsy consent, HIPPA acknowledgment forms and instructions to follow at the time of death. Maintain participant’s files and forms for accurate status.
  • Coordination of autopsy (Upon receiving notice of participant’s death). Includes notifying Neuropathologist, contacting and coordinating with admitting office to ascertain morgue space availability, next-of-kin for consent and HIPPA forms and funeral home to arrange transport.
  • Enter autopsy data into BRC and other study databases and record book.
  • Sending autopsy reports to clinical cores for distribution.
  • Point of contact for next-of-kin for autopsy status and questions.
  • Maintain and file Autopsy records and slides.


Administrative / Program Support

  • Helps coordinate and document management, narrative and statistical reports for private and government agencies.
  • Compose agendas, documents, correspondence, and memos on behalf of the faculty. Transcribe and/or type manuscripts, technical documents, tables, graphs/charts, correspondence and notes, formatting and compiling information for grants, protocols, presentations, reports, manuscripts, etc.
  • Provide support for faculty's activities with national societies, research projects, and scholarly publications and presentations, serving as a liaison between department and vendors, other departments, and outside organizations. Reference Management.
  • Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements.
  • Serve as coordinator for faculty travel and faculty-sponsored events.


Manage Scheduling/Calendars

  • Event planning and coordination, scheduling for major meetings, seminars, special guests and/or events.
  • Prepare routine, customized, and ad hoc reports for both internal and external reporting. Create and maintain spreadsheets utilizing appropriate software applications.
  • Perform ad hoc research and fact-finding on a wide variety of administrative issues and items, know the formal and informal Institute goals, standards, policies and procedures.
  • Create, maintain, & analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; creating new systems or revising established procedures as needed.
  • Maintain equipment and service contracts including computers, office equipment. Analyzes office-operating practices such as record keeping systems, forms control, personnel requirements, recommending new systems or revising established procedures. Interprets and communicates operating policies.
  • Interaction involves pathologist, assistants/residents, patients, administrative assistants, couriers, medical records/surgical pathology residents and patients.


Laboratory Support / Inventory & Expenses

  • Responsible for day-to-day basic budget management including purchase orders, travel reimbursements, reconcile expenses based on JHU Compliance guidelines, identify and communicate budget issues, provide alternative solutions, and resolve problems.
  • Order office and lab supplies and equipment. Responsible for SAP transactions per policy and department procedures. Reconciliation and documentation.
  • Coordinates with facilities and maintenance for repairs and issues in the assigned lab(s).
  • May be assigned responsibility for procurement card (P-Card).
  • Monitor monthly expenditures through reconciliation of monthly financial statements. Oversee the expenditure of funds, ensuring that funds are expended according to sponsoring organization’s stipulations and appropriate university guidelines.
  • Distribute monthly financial statements.
  • Provides communication support and coordination between labs, staff, faculty, as well as department and institution wide.


Development / Academic Support

  • Receive and maintain applications and letters of recommendation for Neuropathology Fellowship Program including communication with applicants and Pathology fellowship office, travel and housing.
  • Coordination of ACGME periodic census, annual reports and Program faculty meetings.
  • Assist in the planning and coordination of on- and off-campus special events including lectures, workshops, seminars, and meetings.
  • Work to ensure appropriate pre-and post-event outreach, communication, and dissemination.
  • Network within Johns Hopkins and throughout the community to develop and maintain strong working relationships.
  • Serve as the liaison to internal offices, technical staff, and external organizations/contacts.
  • Carefully plans events, travel and expenses within budget constraints and with a fiscal responsibility to reducing costs where possible. Monitors, tracks, and reports all expenditures per JHU and Department policies.


Grants & Contracts 

  • Partner with departmental faculty and/or budgetary staff toward the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies. May work with representatives from ORA, under the guidance of more senior members on the departmental research/administration team.
  • Understand and utilize institutional policies for pre-award grant process and sponsor guidelines.
  • Review all sponsored project proposals for assigned grants of moderate complexity, prior to them being forwarded to the Grants & Contracts Manager and ORA for signature. Review involves accuracy, content, adherence to all relevant guidelines.
  • Provide instruction, preparation assistance and support related to grant application procedures, at the direction of the Sr. Grants and Contracts Analyst and/or Grants and Contracts Manager.
  • Serve as liaison between research units, central offices and funding agencies for grants of moderate complexity.
  • Ensure compliance in all other areas related to grant and contract management, including sponsoring organization guidelines, internal protocols, accurate protocol information within grant documents, conflicts of interest, etc.
  • Coordinate related details for all assigned grant submissions to ensure timeliness and accuracy.
  • Maintain ongoing updates and communications related to current grants and contracts, this includes regular auditing and reporting to principal investigators and research management. May assist with closeouts as needed.
  • Assist with award setup details, after grant number is assigned.
  • Support all relevant post-award responsibilities, as requested by senior members of the grants & contracts team, including account reconciliation, effort reporting, cost transfers, paying invoices, closeouts and related faculty support.
  • Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements.


Special Knowledge, Skills, & Abilities

  • Strong organizational and analytical skills, problem solving abilities, and attention to detail required.
  • Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines required.
  • Demonstrated ability to coordinate projects independently and work constructively as part of a team required.
  • Operates personal computer to access email, electronic calendars, and other basic office support software.
  • SAP transactions including order of supplies (Shopping Cart).
  • Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.
  • Utilizes Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
  • Proficiency in Word, Excel spreadsheets, PowerPoint presentations, e mail communications, electronic calendaring, transcription, excellent spelling and grammar, excellent interpersonal and organizational skills, ability to handle multiple complicated tasks, prioritization skills.
  • Must have the ability to coordinate multi-faceted types of work.
  • Excellent typing, communication and medical terminology skills are necessary.
  • Related work experience in clinical or medical research field.
  • General understanding of external Federal Guidelines, funding/sponsor communication & grant/contract best practices.
  • Intermediate mathematical skills.
  • Able to work independently or with minimal supervision.
  • Great organizational skills.
  • Ability to communicate effectively.
  • Good writing skills.
  • Ability to take initiative.
  • Able to manage multiple tasks.
  • Skilled at working as a member of a team.


Physical Requirements

  • While performing the duties of this job, the employee may remain in a stationary position (sitting at computer/desk) up to 85% of the time.
  • The employee is required to operate computer keyboard for majority of work time and other office equipment like calculator or copier throughout the day and for prolonged periods.
  • Prolonged vision requirements including viewing computer screen, paper reports/documents, and statements.
  • Role requires daily input and clear/consistent communication, coordination across varied areas necessitating work hours and presence consistent with those the position supports. Ability to interact and communicate with a diverse workgroup.
  • May transport from one area to another (in the administrative office or building) or be required to lift and/or move up to 40 pounds with proper training, or precautions/lifting aides (example: paper supply boxes, document files, large mail bags/boxes for pick up or receipt).
  • In some areas workspace is confined.
  • Staff may be required to complete annual competency review, and must insure compliance with Hospital Policy, Laboratory Policy & Procedure, Health, Safety & Environment regulations, and all applicable privacy & confidentiality laws/practices.


Minimum Qualifications
  • High School Diploma or GED
  • Five years of relevant experience (administrative/budget/finance/research programs).
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • Experience with research grants and contracts.

 


 

Classified Title: Program Coordinator 
Role/Level/Range: ATO 40/E/03/OF  
Starting Salary Range: Min $21.00 - Max $36.50 HRLY ($59,961 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F, 8:30am-5:00pm 
Exempt Status: Non-Exempt 
Location: School of Medicine Campus 
Department name: ​​​​​​​SOM Pat Neuropathology 
Personnel area: School of Medicine 

 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/

 

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 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.


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.

 

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

 

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 accessibility.jhu.edu.

 

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and 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. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

 

The following additional provisions may apply, depending on 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.

 

Note: Job Postings are updated daily and remain online until filled.

 

 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/.

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/.

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

School of Medicine - East Baltimore Campus