The Program Coordinator is responsible for supporting one or more field programs with administrative and programmatic assistance. This includes technical backstopping for program team members in Baltimore including contact management, preparation of project summaries and presentations, monitoring of internal and external review processes, tracking and monitoring of financial reports. This also involves coordinating and following up with partners and field offices on various and programmatic and administrative tasks, providing input and feedback for on-going and upcoming activities and frequent two-way communication via fax, email and telephone. The Program Coordinator serves as a field program’s consistent link to Baltimore, and provides the day-to-day communication, drafting and editing, and procurement processing field programs require. This role also provides detailed administrative support for field offices and senior program staff. The expectation is that the Program Coordinator will spend roughly 75% of his/her time on administrative tasks of all types, and roughly - 25%of his/her time on program-related technical work. The position represents the entry level position for CCP program management.
Specific duties & responsibilities:
Maintain frequent, open, ongoing communication with the field office.
Coordinate the various Baltimore-based functions needed for efficient operation of field programs.
Act as point-of-contact for field-based staff
Respond to field-based staff requests for information, documents or assistance promptly.
Assist the field in developing contracts and facilitate contracts processing in Baltimore.
Provide technical input on materials, strategies, work plans, and budgets as needed.
Coordinate regular technical input (TIPS system) reviews for all programs backstopped.
Collaborate closely with relevant financial analysts (FA) to ensure that the FA has smooth communication with the field and has all the information he/she needs to be the team’s point person on contract and finance issues.
Assist with drafting budgets and scopes of work for projects and contractors as necessary to supplement the work of in-country staff, and under the direction of the Team Leader.
Provide field with updates on changes to policy, procedure, best practices, funding, staffing, or any other relevant issues as they arise.
Undertake various kinds of research, including literature reviews and web searches.
Assist with writing, editing, work plans, assessments, and evaluations.
Provide comprehensive administrative support to assigned team, including
Sending documents physically and electronically to the field
Maintaining contact sheets
Arranging meetings and conference calls
Typing, formatting and editing documents, including memos, letters, reports
Taking minutes at meetings and preparing reports from meetings
Making travel arrangements
Format, edit, and produce documents and presentations as needed
Participate in at least one Community of Practice (CoP).
Input (or ensure field input) of materials produced into the Center’s electronic collections. Prepare displays of program materials.
Update portions of CCP website that contain information on programs backstopped as needed, but at least quarterly
Upload materials to CCP’s internal knowledge management system. Identify materials on that system that are out-of-date
Curate or assist in administering a section of the CCP internal knowledge management system
External Relations and Business Development
Begin to develop professional networks as appropriate to your job, to include colleagues from other public, private, and non-profit organizations and share contact points with CCP’s proposal development teams.
Assist with proposal development as needed
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.
Speak, read and write French
High School Diploma/GED and five years progressively responsible related experience. Demonstrated interest and commitment in international development. Additional education may substitute for required experience to the extent permitted by the JHU Equivalency Formula.
JHU Equivalency Formula: 30 undergraduate degree credits or 18 graduate degree credits = 1 year of experience. For jobs where equivalency is permitted, up to two years of non-related college coursework may be applied towards the total minimum education/experience required for the respective job.
Bachelor's Degree and exposure to travel or work abroad, especially in developing countries desired.
Classified title: Program Coordinator
Salary: $19.24 - $26.47
Status: Full Time
Department: Center for Communication Programs
Work Schedule/Hours: Monday-Friday/8:30-5p/37.5 hrs.
Location: 111 Market Place, Suite 310, Baltimore, MD 21202
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 firstname.lastname@example.org. 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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