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Job Req ID:  31138

Program Specialist, Knowledge Management

General Summary/Purpose

The Knowledge SUCCESS Program Specialist is responsible for supporting the project with administrative and programmatic assistance.  This position is 50% administrative, and 50% program technical work primarily focused on family planning and reproductive health. The project uses several project management and reporting tools including Basecamp, AirTable, Slack, Zoom, Google Docs/Sheets. The role is responsible for all tasks associated with both in-person and virtual meetings, i.e -calendar appointments, agendas, note-taking, follow-up, room and resource reservation, etc. across multiple time-zones. This role also provides detailed administrative support for senior program staff/management. The Program Specialist provides the day-to-day internal knowledge management communications and it responsible for keeping the systems up to date and useful. This role also provides detailed administrative support, including assistance with the JHU procurement process, for senior program staff/management.  For the program technical work, s/he may be suited to draft new content; create white-board videos on relevant topics; use tools such as Ceros to create animated content; assist and facilitate in virtual learning events or in-country Share Fairs.


Specific Duties & Responsibilities

Other duties may be assigned.

Program Technical Work

Knowledge Management

  • Upload materials to CCP’s internal knowledge management system.  Identify materials on that system that are out-of-date and replace as possible/necessary. Seek out foreign language versions when possible. The Knowledge SUCCESS Project use several content management and project management systems including SharePoint and Basecamp, and synchronization across all platforms is the responsibility of this position. Responsible for all uploads to USAID’s DEC platform.
  • Curate or assist in administering sections of internal knowledge management systems and/or Knowledge SUCCESS including The FP Handbook, and other related items.
  • Serves as a member of CCP’s Internal Knowledge Management task team and participates in regular meetings.
  • Supports the creation of Internal KM Guidelines, created a platform cheat sheet for all CCP staff to explain the purpose and use of our frequently used knowledge sharing platforms.
  • Serves as TA for the summer course “Knowledge Management for Effective Global Health Programs” by working with professors with planning, and helping with session facilitation throughout the three-day course. Also manages website for students which curates information shared throughout the course.
  • Serve as a contact for CCP staff regarding questions about program management and knowledge sharing platforms.
  • Regularly assists CCP staff with planning and facilitating webinars on various technical topics.



Provide comprehensive administrative support to assigned team, including

  • Provide support to IBP Knowledge Gateway communities that K4Health supports and maintains. Provide trainings to new K4Health communities and members on an as needed basis, approve messages, provide troubleshooting and help with forum moderation in communities that we support.
  • Orientation and guidance on Knowledge SUCCESS project for new hires
  • Set up meetings including agenda creation, phone lines, room reservations, and GoToMeeting, Zoom, or Adobe Connect set-up. Test and ensure all presentations display properly
  • Train and assist staff with the use of Zoom or GoToMeeting for conducting meetings with offsite partners
  • Coordinate agenda items and timing of items for staff, partner, and donor meetings
  • Note taking and transcribing into useable formats, within one business day
  • Maintain contact and internal mailing lists
  • Coordinate procurement selection and bids for materials


SharePoint and Basecamp

  • Manage sites, user access, and development of site collections
  • Support and configure document libraries, lists, and site collections as necessary
  • Develop guidance for standardized use of site collections
  • Train staff in the use of SharePoint and/or Basecamp and navigation of site/features
  • Advise staff of development of new sites and capabilities of SharePoint software to provide knowledge management solutions consistent with operations procedures
  • Create templates and update content as appropriate.
  • Provide troubleshooting and staff support


Promotion and Dissemination

  • Assist with promotion of products through all social media outlets including Facebook, Twitter, and LinkedIn
  • Work with product teams and designers to create promotional materials


Minimum Qualifications (Required)

Bachelor’s degree required.

Two (2)years related experience required.

Additional relevant experience and/or training may substitute for some education.


Preferred Qualifications

French or Spanish language proficiency; Previous experience and/or education in public health.


Special Knowledge, Skills, and Abilities

  • Basic 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
  • Able to travel internationally, as needed.
  • Competency in other languages preferred.                              
  • Advanced Outlook, Word, PowerPoint, Excel. 
  • SharePoint
  • Basecamp
  • AirTable
  • Slack
  • Zoom
  • Adobe Suite
  • Zapier
  • Internet research


Classified Title: Program Specialist 
Working Title: Program Specialist, Knowledge Management  ​​​​​
Role/Level/Range: ACRP/03/MC 
Starting Salary Range: $50,700 - $59,000 / Commensurate with experience
Employee group: Full Time 
Schedule: Monday - Friday, 8:30a - 5:00p / 37.5 hours per week 
Exempt Status: Exempt  
Location: 31-MD:JH at 111 Market Place 
Department name: 10001159-Ctr for Communication Programs CCP 
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.


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JH at 111 Market Place