The Program Coordinator provides complex program support to the Center Directors and acts as the center point of contact between management, PI's, department contacts, finance and administration. Independently manage projects, develop and maintain positive working relationships internally and externally to the department, the University, and with all those they personally encounter including University representatives, faculty, staff, and students. The Program Coordinator provides program support for educational and research training programs. This position is responsible for a wide variety of job duties to support recruitment, appointment/credentialing, budget, training grant, and complex administrative duties. Functions as a team member with Johns Hopkins Whiting School of Engineering and the School of Medicine program faculty and staff, personnel at external institutions, accrediting and boarding bodies to support, coordinate, and advance the Center's programs. Additionally, this position coordinates major donor visits, special academic and industry guests, visitors and speakers for the Center and liaises with Deans Office, JHH president’s office, WSE and SOM leadership.
Specific Duties & Responsibilities
The Program Coordinator ensures smooth management of the day to-day program operations of the Center and is expected to act as an information resource and provide assistance for Directors, faculty, administration and staff as well as contacts from outside the Center.
• Exercises independent judgment, maintains high-level of confidentiality, demonstrates initiative and public relations skill, multi-tasks, and manages many competing priorities.
• Coordinates complex meetings, prepares and distributes meeting materials and agendas.
• Manage the Directors' electronic calendars for multiple meetings and manage frequent requests. Resolve scheduling conflicts.
• Ensure that the Director is prepared for travel, meetings and appearances by coordinating, collecting, and providing materials in a timely fashion.
• Develop or revise filing system to maintain academic, administrative, donor, VIP and other relevant files and record keeping systems.
• Arrange special luncheons and dinners, catering, invitations, room arrangements, schedule conferences, banquets and other special functions for visitors for the Center
• Responsibility for staffing various projects and meetings: ensuring event/meeting logistics, confirming attendance, taking minutes, noting milestones for the project and disseminating to participants
• Applies strong writing skills to draft, proofread, and edit a variety of written materials such as letters, other correspondence, and presentations.
• Submit travel reimbursements and invoices through the SAP system.
• Compile data for preparation of various periodic ad hoc reports.
• Work on special projects as requested.
• Provides complex program support to the Directors including report preparation, proofing and editing.
• Works independently and able to prioritize workloads as needed to meet competing deadlines in a fast paced often stressful environment.
• Coordinate national/international travel arrangements; prepare and submit expense reports and annual summaries.
• Organize and maintain electronic files of correspondence
• Monitor, maintain and order office supplies and small office equipment
• Demonstrate highly developed oral and written communication and interpersonal skills, pleasant demeanor and professional attitude.
• Demonstrates the ability to represent the Center effectively and professionally.
• Demonstrate flexibility and re-establish priorities and work plans to compensate for unanticipated changes in work volume to adequately meet Center’s needs as deemed necessary.
• Demonstrates the ability to relate well and work with all levels of staff.
• Demonstrates the ability to manage multiple projects simultaneously to meet deadlines.
• Consistently uses discretion when discussing confidential matters.
• Coordinates Center’s annual workshop, weekly trainee’s talk and other meetings as required
• Locate and compile information and format reports, graphs, tables, records and other sources of information; assemble and categorize data for written computation and calculations.
• Manage and maintain the relevant websites. Gather information from stakeholders, communicate changes and updates, write blog communicating pertinent information
• Must be organized and able to appropriately prioritize responsibilities in a fast-paced environment.
• Routinely deal with highly sensitive information and material maintaining an atmosphere of strict confidentiality.
• Plan, coordinate and/or support routine and special events, activities, meetings, seminars, presentations and help host visitors; this includes but is not limited to: reserving rooms or venues, setting up, tearing down and cleaning rooms, ordering or purchasing and setting up food and supplies, and audiovisual set-up or coordination; schedule meetings for various individuals or groups of staff by finding dates, times and meeting space and communicate appropriately
• Performs other duties as required.
IRACDA Program Support:
Administer the federally-supported IRACDA postdoctoral training program.
Develop and implement processes, procedures and systems to ensure trainee and mentor accountability.
Administer application system and admissions process.
Coordinate with internal offices such as student affairs and the registrar’s office.
Prepare and monitor appointments and terminations through NIH online system.
Maintain trainee database and provide content for annual progress reports.
Collect and analyze program surveys; Provide results and recommend improvements to faculty leadership.
Arrange travel for faculty and trainees as related to program activities
Serve as point of contact for the IRACDA training program.
Respond to inquiries by email and in person.
Serve as liaison among applicants, trainees, the faculty leadership and faculty mentors.
Advise trainees on policies and procedures, and track trainee progress toward completion of requirements.
Provide data, guidance and support to program faculty.
Coordinate activities of program with partnering institutions (Morgan State and Coppin State Universities)
Provide consistent and ongoing communication and support to all students associated with the program.
Compose and design electronic and print materials such as announcements, advertisements, newsletters, flyers and brochures.
Maintain program content on websites, print media, and university catalogs.
Craft and disseminate information to trainees, potential trainees, and colleagues at collaborating institutions.
Create and maintain content on the program website using WordPress.
Market the training program to other academic institutions and professional organizations.
Special Events and General Support:
Organize events which include, but are not limited to:
Faculty leadership meetings and conference calls
Regular progress meetings of trainees with faculty leadership
Annual events that include welcoming reception and retreat
Secure venues and catering for annual events
Edit own work and the work of others, to include re-writing when necessary.
Develop agendas and brochures, and event marketing.
Manage budgets related to annual events. Use independent judgment to effectively allocate resources.
Perform other duties as assigned.
Minimum Qualifications (Required)
High School Diploma/GED.
Five (5) years progressively responsible administrative experience.
Additional education may substitute for required experience, to the extent permitted by the * JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. *
Bachelor’s degree preferred in education, curriculum development or related field.
Progressively responsible experience working in a university setting strongly preferred.
Special Knowledge, Skills, and Abilities:
Ability to utilize academic databases and admissions systems.
Ability to manage, organize and analyze datasets of student and programmatic information.
Ability to work comfortably and collaboratively with students, faculty, and academic officials.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook).
Creativity, good judgment, organizational skills, attention to detail, and ability to problem solve.
Must be independent, professional, approachable, and team-oriented.
Fixed End Date: May 31, 2023
Classified Title: Sr. Administrative Coordinator Working Title: Program Coordinator Biomedical Engineering Role/Level/Range: ATO 37.5/03/OF Starting Hourly Pay Rate Range: $19.82 to $27.27/ Commensurate with Experience Employee group: Full Time Schedule: Monday through Friday/ 37.50 hrs per week Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10001485-Department of Biomedical Engineering Personnel area: Whiting School of Engineering
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