Location: Baltimore, Maryland
Internal Number: 108081-en_US
Johns Hopkins School of Nursing is seeking a dynamic and innovative Administrative Program Coordinator who will be responsible for providing administrative and project management support within the Nursing Office of Research Administration (NORA) to promote faculty, staff, post-doctoral fellows, and student efforts to contribute to the research mission of the School of Nursing. The Program Coordinator will work a hybrid schedule under the direction of the NORA Associate Director and in collaboration with the Vice Dean for Research. This person must be a self-starter, proactive, resourceful, and work well on teams as well as independently with little oversight.
Specific Duties & Responsibilities
- Serve as the initial sponsored projects and funding contact for individuals seeking consultation/advice to identify needs, provide description of resources and services available, and referral for further assistance as needed.
- Follow-up on inquiries by email, teams, and phone to ensure that all sponsored projects support service requests are met in a timely and efficient manner.
- Coordinate initial communication related to faculty, staff and student submissions of Intent to Submit research proposals and coordinate internal research review.
- Provide administrative and quality assurance support and advice to SON faculty, staff, post-doctoral fellows, and students in all activities relating to grant preparation and submission.
- Work with all SON and JHU units involved in research, including Deans Office, Academic Affairs, Development and Alumni Relations, and Johns Hopkins University Research Administration.
- Work with Associate Director to establish standard operating procedures, best practices and resources to support grant preparation and submission, IRB application, and research implementation.
- Take the lead in filing and documenting up to date SOPs when finalized.
- Support grant and manuscript preparation including maintenance of reference database and figure / table formatting.
- Manage scheduling of meetings for SON research administration oversight by assessing identified priorities and using sound judgment in scheduling appointments and meetings as necessary. Work with Associate Director and Vice Dean for Research to develop agendas, compile meeting materials, and transcribe meeting discussions to generate meeting minutes and summaries as needed. Follow-up with meeting participants regarding action items.
- Coordinate events (such as workshops, training sessions, annual research retreat, etc.) and serve as point of contact for planning committees, presenters, and participants. Assemble and distribute event materials. Work with Associate Director to develop and administer program evaluation surveys. Prepare event summary and evaluation reports.
- Work with Marketing and Communications to develop promotional plans for NORA services and events to staff, students, and partners and to maintain the NORA website(s).
- Maintain weekly NORA newsletter -- manage the weekly compilation, distribution, and archiving of the newsletter.
- Facilitate editorial requests and schedule timely follow-up to ascertain manuscript development and submission.
- Track NORA service provision and evaluation for annual reporting.
- Assist Associate Director with the development of quarterly and annual reports, PowerPoint presentations, posters, and web-based information regarding NORA resources and services.
- With senior staff, provide administrative and quality assurance support and advice to SON faculty, staff, post-doctoral fellows, and students in all activities relating to sponsored project preparation and submission.
- Work with senior staff and Associate Director to establish best practices and resources to support sponsored project preparation and submission. With senior staff guidance, provide detailed review of grant materials for proper formatting, grammar, and flow.
- Create and maintain forms and surveys using Qualtrics, Microsoft Forms, Doodle Polls, etc.
- Maintain, reconcile, and or create databases in excel or access to verify the accuracy of data.
- Monitor and facilitate the process for internal awards issued by the School of Nursing including coordination of account set-up and collection of interim and final reports.
- Other projects and duties as assigned.
Special Knowledge, Skills & Abilities
- Strong skills in verbal and written communications, technical writing, and note-taking and editing.
- Adept in effectively communicating through strong oral and writing skills. Experienced in writing and editing professional letters, reports, and documents.
- Demonstrated knowledge of database applications (e.g., Excel, Access, EndNote).
- Working knowledge of Qualtrics is a plus.
Technical Qualifications/Specialized Certifications
- Operates personal computer to access email, electronic calendars, and other basic office support software.
- Utilizes Internet to search for information.
- Must demonstrate skills in MS Office (Word, Excel, Outlook, Access, and PowerPoint).
- Must be able to remain in a stationary position for extended periods of time.
- Ability to operate a computer and other equipment on a frequent basis.
- Reaching by extending hand(s) or arm(s) in any direction.
- Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard.
- Assists in supervising work-study students.
- Identifies and delegates appropriate tasks to support the work of the NORA.
- Bachelor's Degree.
- Three years progressively responsible professional level administrative or finance experience.
- Additional experience may substitute for education, to the extent permitted by the JHU equivalency formula.
- Possess exceptional attention to detail, and excellent organizational, time-management, customer service, and communication skills.
- Highly motivated self-starter with the ability to apply strong planning and project management skills to a range of program and administrative work/situations as needed with efficiency.
- Possess the ability to work both independently and as part of a team.
- Demonstrate the ability to act proactively and independently, exercise good judgment, maintain confidentiality, and think creatively.
- Ability to work in a fast-paced environment, ensuring deadlines are met as well as able to organize and track documentations for multiple projects.
Classified Title: Administrative Program Coordinator
Starting Salary Range: $52,230-$71,890-$91,550 Annually (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday 8:30 - 5:00
Exempt Status: Exempt
Location: Hybrid/School of Nursing
Department name: Research Finance
Personnel area: School of Nursing
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
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