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Job Req ID:  19956

Program Coordinator

General Summary/Purpose:

The Child and Adolescent Health Measurement Initiative (CAHMI) is a national initiative based out of the Department of Population, Family and Reproductive Health of the Bloomberg School of Public Health at Johns Hopkins University in Baltimore, MD. Our mission is to advance improvements in the health and wellbeing of children and families through research, measurement, and partnership with families, health care professionals, and policy leaders.

  • The Program Coordinator (PC) will be under the supervision of the Research Program Manager & Director of the Child and Adolescent Health Measurement Initiative (CAHMI).
  • This position will provide coordinating and administrative support for the operation of the CAHMI as a center and for its research and practice projects and activities.
  • The PC will proactively identify tasks and projects in close collaboration with CAHMI staff and the CAHMI Director on a day to day basis.  
  • The PC will act as a liaison between staff and the Johns Hopkins University/Department related to the operational, administrative, fiscal and grants management needs of the CAHMI work. 
  • The PC will also coordinate with CAHMI’s many external partners and advisory committees and their institutions, provide confidential and detail oriented secretarial support to the CAHMI Director, arrange conference and travel logistics, provide website and other editorial assistance, assist with CAHMI newsletters, and maintain a high level of customer service excellence and detail orientation.
  • Accomplish goals of the CAHMI and its projects and programs related to maternal and child health research and practice, the PC will implement all project activities according to specific self-driven and collaboratively-defined time frames and budget constraints, with minimal supervision to ensure accountability that activities and timelines are met or proactively renegotiated if required.
  • Active participation and communication in team meetings and day-to-day activities and assignments is expected along with flexibility and adaptability to iteratively modify tasks and processes as learning and the work unfolds.
  • The PC will be relied upon to proactively engage all CAHMI staff and external partners to achieve program goals and communicate progress and concerns and seek continuous growth and improvement opportunities to improve center and project outcomes.
  • The PC will maintain curiosity and creativity in daily problem solving and have the ability to devise proposals for and actively plan and execute work across multiple projects and deadlines.

Specific Duties/Responsibilities:

Personal Assistance to Director:

  • Learn about range of needs and devise a plan for assisting with overall CAHMI development and management. 
  • Provide professional and confidential personal assistance support, including devising and assisting with reviewing and responding to incoming paper and electronic mail, conducting further research and obtaining additional information as needed to formulate appropriate replies.
  • Work closely with the Director to develop an approach to setting, accepting and changing meetings, calls and to ensure a schedule that allows for priority work to be conducted amidst requests for time that arise daily.
  • Work closely with the Director to maintain an up-to-date academic CV, professional biography and web-based descriptive information. 
  • Proactively identify and provide general administration needs, including ensuring optimal functioning and operation of all computing, software and printing equipment and supplies and submission and confirmation of expense reimbursements on an ongoing basis.

Overall Project Coordination:

  • Conduct day-to-day activities related to preparation of meeting materials, setting conference calls and meeting room arrangements.
  • Maintain and seek to continually enhance appropriate electronic and paper filing systems.
  • Copy materials and send/receive facsimiles as requested.
  • Schedule conference rooms and computer/AV equipment.
  • Act as point of contact for visitors and maintain a CAHMI-wide calendar with key deadlines and events and staff travel and vacation schedules.
  • Maintain office organization, appearance, and basic cleanliness of common areas.

 HR Coordination:

  • Work closely with department administration and human resources to post and manage new job requisitions and incoming applications, schedule candidate interviews and track hiring process as well as ensure a smooth onboarding process for new CAHMI team members.
  • Train new CAHMI staff on basic CAHMI operating and administrative protocols and procedures.

 Purchasing/Budgetary Support:

  • Prepare forms and obtain proper authorization for a company procurement card and for vendor invoicing. Order office supplies.
  • Prepare travel authorizations, travel reimbursement, and procurement card reconciliations and reallocations.
  • Ensure expenses post to correct project/account.
  • Maintain accurate and current computerized record database of expenditures, inventory and supplies; monitor supplies and materials.
  • Assist with oversight and management of program budgets and sub award contracts and invoices.

 Travel:

  • Anticipate needs for travel and conferences and ensure arrangements are made by staff or assist as needed.
  • Assist in requesting reimbursement for travel that is paid by external entities.

Meeting/Conference Support:

  • Coordinate meeting logistics for in-person meetings that CAHMI will host/lead in various locations around the country by coordinating travel arrangements of meeting participants and hotel, meeting room, and catering logistics.
  • Schedule complex project team and advisory committee meetings and events.

Document management:

  • Coordinate and organize project and/or meeting binders in paper and electronic forms, including duplication and mailings, which includes updating and managing the director’s CV and similar documents.

 Program Planning and Communications:

  • Contribute to grant and program initiatives through active participation in team meetings and day-to-day activities and assignments.
  • Proactively engage with CAHMI staff and external partners to define, plan for and achieve program goals.
  • Assist with website editing and monitoring, newsletter editing and management, and project communication and outreach initiatives and style sheets.
  • Plan and execute work across multiple projects and deadlines. Identify emerging platforms/software to improve effectiveness/efficiency of work.
  • Assist in obtaining publications and scanning for and summarizing information related to program efforts.
  • Provide editorial assistance in developing reports and documents, including managing reference lists, proofreading for grammatical errors, and document formatting.
  • This position will include occasional extended work hours, such as travel to conferences and meetings and meeting project and funder deadlines.

Minimum Qualifications:

  • High School Diploma/GED. 
  • Five (5) years of progressively responsible administrative and/or program coordination experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

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.

Preferred Qualifications:

  • Bachelor's degree in Business Administration, Liberal Arts or a related field preferred.
  • Previous experience working with research protocols, clinicians, or in the field of maternal and child health a plus but not required.
  • Demonstrable experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro.

Special Knowledge, Skills, and Abilities:

  • Excellent attendance history.
  • Demonstrated ability to work productively both independently and as part of a team.
  • Excellent work planning and time management skills and the drive to collaborate and manage activities across multiple projects/tasks.
  • Well-developed organizational skills, advanced communication skills, and excellent problem-solving skills.
  • Proactive team member who maintains a flexible attitude and seeks to continually learn and improve.
  • Demonstrable experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro.
  • Experience with website content management systems, social media and graphics software preferred.
  • Comfortable setting and tracking own deadlines and responding to emergent needs that may require adjustments to prior deadlines.
  • Comfortable working with a variety of communication styles and manage executive calendars that are busy and change often.
  • Curious, persistent and able to manage and thrive in a busy and within a context of regular change and innovation to optimize positive outcomes and achieve goals.

 

Classified Title: Program Coordinator
Working Title:   ​​​​​Program Coordinator
Role/Level/Range: ATO 40/E/03/OF 
Starting Salary Range: $19.62 - $27.00 (commensurate with experience)
Employee group: Full Time 
Schedule: Monday - Friday, 8:30 -5:00 
Exempt Status: Non-Exempt  
Location: 05-MD:School of Public Health 
Department name: 10001212-PFRH CAHMI 
Personnel area: School of Public Health

 

The successful candidate(s) for this position will be subject to a pre-employment background check.

 

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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

 

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

 

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

 

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.

 

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

 

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Important legal information
http://hrnt.jhu.edu/legal.cfm

 

School of Public Health - East Baltimore Campus