Program Coordinator

The Urology Department seeks a Program Coordinator who will manage the overall coordination of the activities within the Schaufeld Program for Prostate Cancer in Black Men, a new Urology program with research, educational and community engagement components. Each activity has a designated lead who are mostly Johns Hopkins University School of Medicine faculty and staff. The Program Coordinator will serve as a constant resource to the Schaufeld Program team, maintain an overarching dashboard of deliverables and outputs for all activities based on input from activity leads, and oversee the Program budget and related finances.

This position will perform a wide variety of tasks including administrative, financial and para-professional, and will be responsible for the scheduling and tracking of regular status meetings.The successful candidate will support internal and external needs related to presentations, branding, marketing and communications, and will organize educational meetings and symposia. The Program Coordinator will be responsible for partnering with the Brady Urological Institute Development Team to gather progress updates to deliver to the principal funder of the Schaufeld Program and other philanthropic investors. The successful candidate should be self-driven and passionate about community engagement, social change and reducing disparities in health care.

Specific Duties & Responsibilities:

Administration/Meetings:

• Schedule regular meetings with activity teams, track progress and plan activities. Ensure meeting minutes are taken and circulated in a timely manner.
• Compose agendas, documents, correspondence, and memos on behalf of faculty. Transcribe and/or type manuscripts, technical documents, tables, graphs/charts, correspondence and notes, formatting and compiling information for grants, protocols, presentations, reports, manuscripts, etc.
• Provide support for faculty's activities with national societies, research projects, and scholarly publications and presentations, serving as a liaison between department and vendors, other departments, and outside organizations.
• Serve as coordinator for faculty travel and faculty-sponsored events.
• Manage scheduling/calendars.
• Develop a comprehensive and ongoing survey program to assess knowledge of Baltimore and National Capital Region communities as it relates to health care matters and decision-making.
• Serve as the main point-of-contact by email and phone for inquiries related to the Schaufeld Program.

Events:

• Plan and coordinate on- and off-campus education events and symposia, scheduling for major meetings, seminars, special guests and/or events.
• Explore and book venues, catering, audio/visual and other necessary vendors.
• Partner with faculty and staff to build event programs and agendas, prepare materials and market to communities.
• Manage appropriate pre-and post-event outreach, communication, and dissemination.

Reporting:

• Collate contributions from faculty and activity leads and compile no less than monthly activity reports for the Program Co-Directors.
• Partner with the Brady Urological Institute Development team to prepare quarterly “highlight” reports to Schaufeld Program donors, as well as a comprehensive annual report.
• Help coordinate and document management, narrative and statistical reports for private funding agencies.

Laboratory Support/Financial:

• Responsible for day-to-day basic budget management including purchase orders, travel reimbursements, reconcile expenses based on JHU Compliance guidelines, identify and communicate budget issues, provide alternative solutions, and resolve problems.
• Order office and lab supplies and equipment. Responsible for SAP transactions per policy and department procedures. Reconciliation and documentation.
• May be assigned responsibility for procurement card (P-Card).
• Monitor monthly expenditures through reconciliation of monthly financial statements. Oversee the expenditure of funds, ensuring that funds are expended according to sponsoring organization’s stipulations and appropriate university guidelines.
• Distribute monthly financial statements.
• Provide communication support and coordination between labs, staff, faculty; as well as department and institution-wide.

Other:

• Network within Johns Hopkins and throughout the community to develop and maintain strong working relationships.
• Serve as the liaison to internal offices, technical staff, and external organizations/contacts.
• Perform miscellaneous other duties as assigned.

Minimum Qualifications (Mandatory):

• High School Diploma or GED
• 5 years progressively responsible administrative experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications:

• Bachelor’s Degree.
• Related budget, finance, research programs, research grants and contracts experience.
• Related work experience in clinical or medical research field.

Special Knowledge, Skills & Abilities:

• Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
• Demonstrated ability to coordinate projects independently and work constructively as part of a team.
• Strong organizational, interpersonal and analytical skills, problem solving abilities, and attention to detail.
• Strong competency with technology, including email, Word, Excel, PowerPoint, and electronic calendaring as well as other basic office support software.
• Ability to travel within the Baltimore and National Capital Regions.
• General understanding of external Federal Guidelines, funding/sponsor communication and grant/contract best practices.
• Passion about social change and reducing disparities in health care.

Technical Qualifications/Specialized Certifications:

• PC related software, printers, copiers and scanners.

Physical Requirements:

• Able to reach by extending hand(s) or arm(s) in any direction.
• Finger dexterity required, able to manipulate objects with fingers rather than entire hand(s) or arm(s), e.g., use of computer keyboard.
• Able to see within normal parameters and to hear within normal range.
• Able to lift minimum weight, 10 lbs.

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 the 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.

Classified Title: Program Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $20.02 - $27.51/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F/8:30-5:00
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: ​​​​​​​SOM Uro Urology Research
Personnel area: School of Medicine

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.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

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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