Business Project Coordinator

General Summary/Purpose:

The Business Project Coordinator is responsible for managing and tracking billing and generatingreports for finances that fall under IT@JH Technology Innovation Center (TIC), leading onboarding, communications, and logistics for TIC leadership programs, and providing customer relations, access and support communications for enterprise tools. The coordinator also helps to organize and participates in meetings for the precision medicine initiative and runs all social media accounts for the Technology Innovation Center.

Specific Duties & Responsibilities:

Finance

• Manage monthly bills for maintenance and projects with regular charges and distribute bills across departments as needed.
• Oversee proposal changes, ensure billing amounts are correct, and create profit reports.
• Track high-profile projects across systems and create reports to show how hours are distributed across projects.
• Monitor and update cost centers as they change.
• Serve as the finance liaison between IT@JH and Technology Innovation Center; answer questions about billing tickets and proposal updates.

Program Management

• Create and manage applications for programs, including overseeing progress, generating reports and conducting initial application review.
• Write and edit the program schedule and associated project materials.
• Draft and send all program acceptance and rejection letters to applicants.
• Provide logistic and support to all speakers and faculty, including technical testing and preparation.
• Set up and manage synchronous sessions for duration of the programs.
• Send out weekly communications to program participants about what to expect and follow-up on any questions.

Customer Relations

• Approve and deny changes to profile images based on JHU guidelines.
• Track and respond to feedback tickets and collect and report on feedback trends.
• Coordinate who receives technical assistance tickets and make sure all tickets are responded to.
• Provide access to tools when contracts require.
• Provide technical assistance and one-on-one support to customers accessing TIC tools.

Meeting Organization

• Organize schedules across teams for precision medicine initiative and other large meetings.
• Create and manage virtual meeting sessions.
• Create agendas and recommend ways to streamline meetings.
• Take meeting minutes.

Social Media

• Manage and post to all TIC social media accounts including Facebook, Twitter, LinkedIn, and image library.

Specific devices, software, projects for which the position is responsible:

The Business Project Coordinator should be proficient and able to access and manage independently the following applications: Jira (project management), Tableau (data visualization), MachForms (data collection), and Zoom webinar management.

This position must also be capable of quickly learning new technical tools built or managed by the TIC. The coordinator will be expected to provide customer support for these tools and answer questions about how the software works.

The Business Project Coordinator must have a strong grasp of financial processes and be detail-oriented to create bills and contracts, track, and report on progress of TIC’s finances to the larger finance organization. This individual must possess strong communication skills and anticipate the organizational and communications needs of TIC leadership programs. The coordinator must stay up-to-date on digital health/health tech resources and trends.

Scale/size of area, project and/or system supported:

The Business Project Coordinator coordinates leadership programs and helps manage 75 participants yearly in addition to hundreds of applicants. This position also coordinates and maintains relationships with finance and administrative representatives from dozens of departments. The coordinator responds to customers who reach out for help to the TIC for 2-3 tools, with hundreds of interactions annually. Social media posts are produced on a weekly basis.

Work location: 855 N. Wolfe St. Suite 600, Baltimore, MD 21205 (virtual to start)

Minimum qualifications (mandatory):

• Bachelor’s Degree and three years’ experience in a related field
• Makes independent decisions and works for periods without direction
• Strong organizational skills with flexibility to work on many concurrent tasks
• Written communication experience specific to customer or participant communications
• Attention to detail and accuracy with the ability to meet deadlines
• Exemplary interpersonal skills with sensitivity to the needs of individual clients

Preferred qualifications:

• Prior experience with program management, specifically with running an application process for a program
• Knowledgeable in social media management and what drives the greatest ROI for social media posts
• Skilled in customer relations related to use of IT tools
• Some experience with the healthcare system and/or technology
• Prior experience with budgeting, contracting, tracking and reporting on financial goals
• Skilled in organizational management

Special knowledge, skills, and abilities:

The Business Project Coordinator must be able to juggle coordination of several projects at once and maintain a consistent cadence with responses to customers. This person must be a self-started in learning how new software tools work and apply organizational knowledge to improving processes.

Technical qualifications or specialized certifications:

Prior experience with a project management software, social media management, data analysis tools, and data collection tools is preferred but not required.

Classified Title: Business Project Coordinator ​​​
Role/Level/Range:ATP/03/PC
Starting Salary Range:Commensurate with Experience
Employee Group:Full Time
Schedule:Monday-Friday; 8:30 a.m. - 5:00 p.m.
Exempt Status: Exempt
Location: East Baltimore Campus
Department Name: Information Technology
Personnel Area:University Administration

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 atjhurecruitment@jhu.edu. 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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