Classified Title: Program Coordinator
Working Title: Program Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $19.62-$27.00
Employee group: Full-Time
Schedule: Working 40 hours per week; Monday-Friday 8:30-5pm
Exempt Status: Non-Exempt
Location: 33-MD:Johns Hopkins Bayview
Department name: 10002817-SOM DOM Pulmonary
Personnel area: School of Medicine
The Bringing Respiratory, Environmental and Health Disparities Research Center (BREATHE CENTER) is collaborative initiative from the School of Medicine, Pulmonary and Critical Care Division, funded by two P50 grants (The Children Center and the Environmental Health Disparities Center) at Johns Hopkins University in Baltimore, MD. Our mission is to advance improvements in the respiratory health and wellbeing of children and senior population, through multidisciplinary research.
The Program Coordinator will be under the supervision of Research Program Manager & Director of the BREATHE Center. This position will coordinate and perform the administrative duties for the Center Director and program staff, act as a liaison between staff and internal/external institutions and community organizations, provide confidential secretarial support, arrange conference and travel logistics, provide website and other editorial assistance, assist with project activities and maintain a high level of customer service excellence and detail orientation. The Program Coordinator plays a central role to provide administrative support to the center overall and to the Center Director (40% of time) as well as program coordination across multiple grant-funded initiatives (60%).
The Program Coordinator coordinates internal and external partners to accomplish goals of several grant-funded programs related to respiratory health, environmental pollution and health disparities research and practice. The successful candidate will assist/support all project activities and will keep track of specific time frames and will report budget constraints, under the supervision of Research Program Manager & Director of the BREATHE Center. This individual contributes to grant and program initiatives through active participation in team meetings and day-to-day activities and assignments. Proactively engages with BREATHE Center staff and external partners (NIH, EPA, NIEHS) to achieve center/projects goals and communicate progress and concerns. Seeks continuous growth and improvement through individual contributions across the team overall. Maintains flexibility and creativity in daily problem solving. Ability to problem solve, plan and execute work across multiple projects and deadlines.
Specific Duties & Responsibilities:
Support to Director:
Receive and review incoming paper and electronic mail, determine if mail needs further research and request additional information as needed. Manage the Director’s calendar and assist with meeting scheduling. Work closely with the Director to provide general administration needs as outlined in additional duties below.
Conduct day-to-day administrative activities. Provide confidential secretarial support. Accurately prepare and distribute correspondence or materials. Maintain and seek to continually enhance appropriate filing system. Copy materials and send/receive facsimiles as requested. Schedule conference rooms and computer/AV equipment. Maintain regular schedule to provide adequate customer service during business hours. Maintain office organization, appearance, and basic cleanliness of common areas. Maintain the policies and procedures desk manual.
Coordinate assistance with other Hopkins departments, services (ie: EPIC, ICTR. Radiology, Pathology, Pulmonary lab, CRMS, etc), and communicate with research manager and supervisor as needed.
Anticipate needs for travel and conferences. Make all travel arrangements, monitor changes, and process reimbursements.
Coordinate meeting logistics for in-person weekly meetings that BREATHE Center will host/lead in Baltimore and to various locations around the country by coordinating travel arrangements of meeting participants and hotel, meeting room, and catering logistics. Schedule complex project team and advisory committee meetings and events.
Coordinate and organize project and/or meeting binders in paper and electronic forms, including duplication and mailings. Includes updating and managing the director’s CV and similar documents. Assist with filing of IRB or sponsors regulatory documents, as well as adding new staff into the respective study IRB. Keep track of manuscripts, abstracts, and news related to Center team members. Prepare annual and quarterly reports for EPA/NIH sponsors. Provide assistance to R. Manager and supervisor in tasks related to IRB submission (completing progress reports, tracking of renewal dates, completing adverse event forms, writing draft forms). Update reports into clinicaltrials.gov website, and assist on compiling other reports as requested for R. Program Manager and Center Director.
Contribute to grant and program initiatives through active participation in team meetings and day-to-day activities, and assignments. Lead the recruitment across several studies, keeping a good tracking of our recruitment database coordinating directly with clinic staff and data coordinator, as well as helping with recruitment phone interviews and looking for new sources of recruitment inside JHU or looking for partnership with the community.
Proactively engages with BREATHE Center staff and external partners to achieve program goals. Plans and executes work across multiple projects and deadlines.
Identifies emerging platforms/software to improve effectiveness/efficiency of work. Conducts environmental scans and literature reviews. Provides editorial assistance in developing reports and documents, including managing reference lists, proofreading for grammatical errors, and document formatting.
Prepare forms and obtain proper authorization for a company procurement card and for vendor invoicing through SAP system. Order office supplies. Prepare travel authorizations, travel reimbursement, and procurement card reconciliations and reallocations. Ensure expenses post to correct project/account. Maintain accurate and current computerized record database of expenditures, inventory and supplies, monitor supplies and materials. Assist with oversight and management of program budgets and sub award contracts and invoices. May be required to manage the clinical trials petty cash as the petty cash custodian. Required to complete all necessary training and ensure professional management and timely reporting of the petty cash account. Send invoices to sponsors on a timely basis as per contractual agreement and project milestones. The Center coordinator will work closely with the division’s sponsored team and review the financial status of each project on a regular basis per request of Center director.
Work closely with supervisor and human resources to ensure a smooth onboarding process for new BREATHE team members. Train new BREATHE staff on protocols and procedures, as well as orientate about certification needed (IRB certification, EPIC, CRMS, etc). Work with human resources to post and manage new job requisitions and incoming applications. Help to schedule interviews and follow-up to check candidate’s references
Perform all other duties as assigned.
Minimum qualifications (mandatory):
- High School Diploma/GED.
- Five years of progressively responsible administrative and/or program coordination experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
- Bachelor's degree in Business Administration, Liberal Arts or a related field preferred.
- Previous experience working with research protocols and clinicians a plus but not required.
Special knowledge, skills, and abilities:
- Demonstrable experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro.
- Demonstrated ability to work productively independently and as part of a team.
- Excellent time management skills and the drive to collaborate and manage activities across multiple projects/tasks with conflicting deadlines.
- Well-developed organizational skills, advanced communication skills, and excellent problem-solving skills.
- Proactive team member who maintains a flexible attitude and seeks to continually learn and improve.
- Familiar with using SAP system, ERAS common platform, clinical trials.gov system.
- Demonstrable experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access) and Adobe Acrobat Pro.
- Comfortable working with tight deadlines and under pressure.
- Comfortable working with a variety of communication styles and manage executive calendars that are busy and change often.
Any specific physical requirements for the job:
- Sitting in a normal seated position in office setting
- Standing and/or walking for extended periods of time
- Lifting and/or assisting patients during evaluations within crowded clinical environment
- 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
- Communication skills using the spoken word
- Ability to see within normal parameters
- Ability to hear within normal range
- Ability to move about
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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