Program Coordinator

Maryland, United States
24 Sep 2018
End of advertisement period
24 Nov 2018
Contract Type
Full Time

Role/Level/Range: ATO 37.5/03/OF 
Starting Salary Range: $19.24-$26.47
Employee group: Full Time 
Schedule:  M-F, 8:30 – 5:00
Employee subgroup: Salaried Non-exmt 
Location: 05-MD:School of Public Health 
Department name: 10001212-PFRH CAHMI 
Personnel area: School of Public Health

General summary/purpose

The Child and Adolescent Health Measurement Initiative (CAHMI) is a national initiative based out of the Department of Population, Family and Reproduction Health of the Bloomberg School of Public Health at Johns Hopkins University in Baltimore, MD. Our mission is to advance improvements in the health and wellbeing of children and families through research, measurement, and partnership with families, health care professionals, and policy leaders.

The Program Coordinator will be under the supervision of Research Program Manager & Director of the Child and Adolescent Health Measurement Initiative (CAHMI). This position will coordinate and perform the administrative duties for the CAHMI 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 CAHMI Director (25% of time) as well as program coordination across multiple grant-funded initiatives (75%).

The Program Coordinator coordinates internal and external partners to accomplish goals of several grant-funded programs related to maternal and child health research and practice. The successful candidate will implement all project activities according to specific time frames and budget constraints, with minimal supervision. This individual contributes to grant and program initiatives through active participation in team meetings and day-to-day activities and assignments. Proactively engages with CAHMI staff and external partners to achieve program 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  

Personal Assistance 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.

General Administration: 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. Act as receptionist for office and 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.

HR Coordination: Work closely with department administration and human resources to ensure a smooth onboarding process for new CAHMI team members. Train new CAHMI staff on protocols and procedures. Work with human resources to post and manage new job requisitions and incoming applications.

Purchasing/Budgetary Support: Prepare forms and obtain proper authorization for a company procurement card and for vendor invoicing. 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.

Travel: Anticipate needs for travel and conferences. Make all travel arrangements, monitor changes, and process reimbursements.

Meeting/Conference Support: Coordinate meeting logistics for in-person meetings that CAHMI will host/lead in 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.

Document management: 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.

Programmatic Support: Contribute to grant and program initiatives through active participation in team meetings and day-to-day activities and assignments. Proactively engages with CAHMI 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.

Minimum qualifications

  • 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.

* JHU Equivalency Formula30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.  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. *

Preferred qualifications

  • Bachelor's degree in Business Administration, Liberal Arts or a related field preferred.
  • Previous experience working with research protocols, clinicians, or in the field of maternal and child health a plus but not required.
  • Demonstrable experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro.

Special knowledge, skills, and abilities

  • Excellent attendance history.
  • 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.
  • Demonstrable experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) 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.

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 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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