Program Coordinator

Johns Hopkins University is seeking a Program Coordinator to serve the Leadership, Advancement and Development (LAD) academy. The Program Coordinator provides programmatic, project, administrative, and departmental support to ensure that needs, demands, and requests for the LAD Academy are met. The Program Coordinator develops and manages relationships with internal and external business partners to ensure learning engagements are well executed and have desired impact.

The Program Coordinator has knowledge of project management methodologies, best practices, tools, resource management, and change management practices, which are applied to assist the LAD Academy team with marketing of learning programs, projects, and other communications. The Program Coordinator works closely with stakeholders to review and evaluate program efficiency, effectiveness, outcomes, and future needs with emphasis on monitoring problems and analyzing related data.

Specific Duties & Responsibilities

Professional Development Programs 55%

• Coordinate exemplary learning opportunities and programs for the Johns Hopkins community by performing all aspects of training program coordination and these responsibilities include (but are not limited to): scheduling, logistics, registration and attendance, participant and faculty correspondence, materials and supplies procurement, pre-requisite and certificate administration, and vendor management. In addition, they also update the Learning Management System (LMS) to ensure data is accurate and generates reports for use by management.
• Support development and implementation of cohort program for emerging leaders.
• Main point of contact for program-related communication.
• Occasionally perform industry-related research (new courses, delivery methods, etc.).
• In conjunction with LAD Academy team members and UA communications, market learning programs via development of promotional/informational materials distributed in multi-media formats. Monitor registration and make recommendations for cancellations or additional course scheduling.
• Interpret operating policies (e.g. registration, attendance, reimbursement, etc.) and exercise discretion and judgment in the resolution of day-to-day problems
• Provide evaluation feedback: Create, compile, distribute, gather, analyze, and report findings of course evaluations.
• Make recommendations to leadership regarding whether the content and/or instructor is meeting the needs of participants. Inform leadership of identified areas for potential improvement.
• Manage the administration and collection of behavioral assessments including: creation of group summary data, and support tools for LAD Academy clients
• Provide prompt and professional customer service to staff, faculty and senior leadership addressing questions and concerns via email, phone and face-to-face.

Department/University 15%

• Provide LAD Academy leadership with data that supports strategic planning (e.g. statistics around program attendance, facilities usage, program evaluation summaries etc.), program coordination, project management, assessment and marketing of learning and development programs that support the development of faculty and staff.
• Support leadership in the maintenance of important metrics to measure ROI of the learning and development programs.
• Using the process established by LAD Academy leadership, triage incoming learning and development requests to determine whether to refer to additional resources available across the enterprise.
• Communicate with and assist faculty and staff with understanding and enforcement of the rules regarding training offerings (including eligibility, pre-requisites, cancellation policies) utilizing a variety of means and methods (website, registration confirmations, course reminder notifications, and direct interaction).
• Along with leadership, HR finance, and the controller’s office, examine research, analyze and report on) the cost effectiveness and permissibility of new course requests to be added to the catalog.
• Serve on committees as requested (internal/interdepartmental).

Project (and as applicable to training programs) 15%

• Prepare internal and external reports and presentation materials and other deliverables as assigned through gathering, analyzing and summarizing data and information from team members, leaders, internal and external business partners.
• Provide administrative and project support for training initiatives.
• Manage less complex tasks and projects as assigned from concept through implementation.
• Benchmark data against other faculty development organizations.

Administrative 15%

• Process KB-15’s, the SAP process of transferring funds from course cost and the staff development remission.
• Procure approved equipment and materials to support the operations of LAD Academy.
• Reconcile credit card transactions.
• Process travel and expense reimbursements for LAD Academy team members.
• Prepare, monitor and submit various reports and invoices for budgeting, reconciliation, accounts payable and internal billings to the HR finance office.
• Monitor LAD Academy email account.
• Maintain and update LAD Academy website.
• Event support: responsible for space scheduling, set-up, logistics, food and registration for in-person events. Acts as liaison for scheduling and logistics for virtual live events.

• High School Diploma or graduation equivalent.
• Five years progressively responsible related experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

• Knowledge and understanding of OMB Uniform Guidance federal regulations that pertain to the Johns Hopkins University (and other academic institutions) including the terms, allowability, allocability, and reasonableness is preferred.
• Must be capable of working independently and be able to multi-task in a fast-paced environment with multiple interruptions.
• Collaborates and works effectively with individuals and teams at all levels of the organization.
• Energetic in researching and resolving problems. Display a willingness to take initiative and contribute ideas.
• Excellent verbal/written and presentation skills required.
• Maintain a high standard for accuracy and attention to detail.
• Ability to implement administrative improvements.
• Highly proficient in Microsoft Suite (including Word, Excel, PowerPoint, and Outlook).
• Highly proficient in the use and functions of learning management systems.
• Knowledge of some financial transactions, policies and procedures related to SAP.
• Ability to create yearly position and development goals and communicate with your supervisor.
• Confidentiality, initiative and tact, mature and independent judgment.
• Excellent interpersonal skills and the ability to conduct daily duties in a professional manner.
• Ability to plan, organize, anticipate and problem solve.

Classified Title: Program Coordinator  
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday-Friday 8.30am-5pm 
Exempt Status: Non-Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Vice Provost Faculty Affairs, Ofc of  
Personnel area: University Administration