Johns Hopkins University
Program Coordinator
Johns Hopkins University, Duluth, Minnesota, United States, 55806
The Center for Indigenous Health (CIH) is located within International Health at the Johns Hopkins Bloomberg School of Public Health. The core activities housed at CIH include research studies of infectious diseases, behavioral and mental health, and various training programs. The CIH works in partnership with communities to promote Indigenous well-being and health leadership to the highest possible level.
We are seeking a Program Coordinator who will provide complex project and administrative support to the CIH Great Lakes Hub Director and CIH Operations Director, as well as represent the Center's Great Lakes-based leadership team as appropriate in communicating professionally with faculty, administrators, staff, and external contacts, including Tribal partners. In addition, the Program Coordinator will provide high-level administrative expertise, interpret operating policies of the University while exercising independent judgment in the resolution of administrative problems, and ensure smooth and efficient functioning for the Center as a unit in collaboration with teams across the US.
Specific Duties & ResponsibilitiesThis description is a general statement of required duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
Responsibility #1- Manage Calendar(s)Strategically manage calendars including meetings, appointments, and special events with an understanding of priorities, deadlines, and goals.Organize and schedule meetings with others across the university and external to the institution.Maintain a conflict-free calendar of meetings and appointments, ensuring efficient use of time, anticipating future schedule conflicts, and take initiative to resolve conflicts in a timely manner.Maintain attendance lists for meetings, committee rosters, and contact sheets including appropriate support staff.Arrange all aspects of travel, including airfare, hotel, rental car, and itineraries in a manner that promotes the best use of time and minimizes potential travel issues.Serve on-call capacity to schedule meetings at the direction of leadership.
Responsibility #2- Create & Manage Materials, Events, & BriefingsPrepare agendas and track topics for meetings by closely collaborating with the leadership team to gather and prioritize topics.Compile, prioritize, and maintain daily and weekend reading lists for leadership as appropriate.Prepare daily for the range of leadership meetings and presentations and work with other staff and offices to ensure all materials and necessary information has been procured prior to these meetings.Develop, edit, and manage agendas and materials as appropriate in a way that is professional, accurate, and succinct.Determine next action steps after meetings and events and follow-through to completion in collaboration with other CIH team members.Co-develop policy and procedures documents; proactively ascertain necessary consultation for feedback on initial drafts and work with leadership to move new policies to completion.Assist with basic budget monitoring in collaboration with our extensive administrative team.Assist with event planning and external communications.Draft presentations, emails, letters, and reports as needed in collaboration with CIH communications representatives where appropriate.
Responsibility #3- Coordinating Daily Activities for CIH Leadership Team MembersProvide high-level administrative support to CIH leaders daily, serving as the main line of administrative support for leadership needs.Submit expense reports and complete administrative processes required for leadership team members.Maintain and regularly update a prioritized list of to-do items and follow-up items for leaders in the CIH with an understanding of time sensitivities and relevant priorities.Keep leadership on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.Anticipate and problem-solve issues and concerns impacting leadership both independently and in partnership with other members of the CIH.Train, mentor, back-up, and delegate work to other staff and faculty as needed.Act as a liaison between the CIH, internal stakeholders, and external partners.Answer questions, provide guidance, and disseminate information with stakeholders outside the CIH.
Responsibility #4Other duties as assigned.
Minimum QualificationsHigh 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.
Preferred QualificationsExperience in program administration in an academic environment.Project management experience.Bachelor's degree.
Special Knowledge, Skills, and AbilitiesProficiency in Word, Excel spreadsheets, PowerPoint presentations, email communications, Outlook calendar, excellent spelling and grammarAbility to operate PC, printer, fax, copier, shredder and scanner.Must be able to coordinate multi-faceted projects and work.Related work experience in research and/or operations preferred.Excellent organizational skills.Mature, professional individual with good judgment and the ability to remain calm in stressful situations.Ability to communicate effectively across disciplines and within a variety of cultures.Demonstrated ability to work across multicultural settings.Excellent written and oral communication skills.Ability to multitask, prioritize, and organize.Ability to work effectively both independently and as a member of a team.Sharp record keeping skills with attention to detail.Complies to highest ethical standards related to handling of confidential and personal information.
OtherCurrent driver's license issued by the state of residence and good driving record required.Ability to travel with overnight stays required as needed. Some evening, weekend and holiday work will be required.This position will maintain background clearance as required by the employer and any collaborating agencies.
Classified Title: Program CoordinatorJob Posting Title (Working Title):Program CoordinatorRole/Level/Range: ATO 37.5/03/OFStarting Salary Range: $21.25 - $36.90 HRLY (Commensurate with experience)Employee group: Full TimeSchedule: Monday to Friday: 8:30 am - 5 pmExempt Status:Non-ExemptLocation:MD - Other LocationDepartment name: 10001145-Center for Indigenous HealthPersonnel area: School of Public Health
We are seeking a Program Coordinator who will provide complex project and administrative support to the CIH Great Lakes Hub Director and CIH Operations Director, as well as represent the Center's Great Lakes-based leadership team as appropriate in communicating professionally with faculty, administrators, staff, and external contacts, including Tribal partners. In addition, the Program Coordinator will provide high-level administrative expertise, interpret operating policies of the University while exercising independent judgment in the resolution of administrative problems, and ensure smooth and efficient functioning for the Center as a unit in collaboration with teams across the US.
Specific Duties & ResponsibilitiesThis description is a general statement of required duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
Responsibility #1- Manage Calendar(s)Strategically manage calendars including meetings, appointments, and special events with an understanding of priorities, deadlines, and goals.Organize and schedule meetings with others across the university and external to the institution.Maintain a conflict-free calendar of meetings and appointments, ensuring efficient use of time, anticipating future schedule conflicts, and take initiative to resolve conflicts in a timely manner.Maintain attendance lists for meetings, committee rosters, and contact sheets including appropriate support staff.Arrange all aspects of travel, including airfare, hotel, rental car, and itineraries in a manner that promotes the best use of time and minimizes potential travel issues.Serve on-call capacity to schedule meetings at the direction of leadership.
Responsibility #2- Create & Manage Materials, Events, & BriefingsPrepare agendas and track topics for meetings by closely collaborating with the leadership team to gather and prioritize topics.Compile, prioritize, and maintain daily and weekend reading lists for leadership as appropriate.Prepare daily for the range of leadership meetings and presentations and work with other staff and offices to ensure all materials and necessary information has been procured prior to these meetings.Develop, edit, and manage agendas and materials as appropriate in a way that is professional, accurate, and succinct.Determine next action steps after meetings and events and follow-through to completion in collaboration with other CIH team members.Co-develop policy and procedures documents; proactively ascertain necessary consultation for feedback on initial drafts and work with leadership to move new policies to completion.Assist with basic budget monitoring in collaboration with our extensive administrative team.Assist with event planning and external communications.Draft presentations, emails, letters, and reports as needed in collaboration with CIH communications representatives where appropriate.
Responsibility #3- Coordinating Daily Activities for CIH Leadership Team MembersProvide high-level administrative support to CIH leaders daily, serving as the main line of administrative support for leadership needs.Submit expense reports and complete administrative processes required for leadership team members.Maintain and regularly update a prioritized list of to-do items and follow-up items for leaders in the CIH with an understanding of time sensitivities and relevant priorities.Keep leadership on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.Anticipate and problem-solve issues and concerns impacting leadership both independently and in partnership with other members of the CIH.Train, mentor, back-up, and delegate work to other staff and faculty as needed.Act as a liaison between the CIH, internal stakeholders, and external partners.Answer questions, provide guidance, and disseminate information with stakeholders outside the CIH.
Responsibility #4Other duties as assigned.
Minimum QualificationsHigh 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.
Preferred QualificationsExperience in program administration in an academic environment.Project management experience.Bachelor's degree.
Special Knowledge, Skills, and AbilitiesProficiency in Word, Excel spreadsheets, PowerPoint presentations, email communications, Outlook calendar, excellent spelling and grammarAbility to operate PC, printer, fax, copier, shredder and scanner.Must be able to coordinate multi-faceted projects and work.Related work experience in research and/or operations preferred.Excellent organizational skills.Mature, professional individual with good judgment and the ability to remain calm in stressful situations.Ability to communicate effectively across disciplines and within a variety of cultures.Demonstrated ability to work across multicultural settings.Excellent written and oral communication skills.Ability to multitask, prioritize, and organize.Ability to work effectively both independently and as a member of a team.Sharp record keeping skills with attention to detail.Complies to highest ethical standards related to handling of confidential and personal information.
OtherCurrent driver's license issued by the state of residence and good driving record required.Ability to travel with overnight stays required as needed. Some evening, weekend and holiday work will be required.This position will maintain background clearance as required by the employer and any collaborating agencies.
Classified Title: Program CoordinatorJob Posting Title (Working Title):Program CoordinatorRole/Level/Range: ATO 37.5/03/OFStarting Salary Range: $21.25 - $36.90 HRLY (Commensurate with experience)Employee group: Full TimeSchedule: Monday to Friday: 8:30 am - 5 pmExempt Status:Non-ExemptLocation:MD - Other LocationDepartment name: 10001145-Center for Indigenous HealthPersonnel area: School of Public Health