Administrative Program Coordinator

The Center for Indigenous Health (CIH) at Johns Hopkins Bloomberg School of Public Health is seeking a motivated individual interested in supporting the mission of research, training and service. We are seeking an Administrative Program Coordinator who will assume primary day-to-day coordination responsibilities such as calendar management, meeting scheduling and coordination, event coordination, purchasing and operational activities. The Center encourages applications from candidates committed to its Inclusion, Diversity, Anti-Racism, and Equity (IDARE) principles.

Specific Duties & Responsibilities

(This 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.)

• Provide high-level administrative support for the Center for Indigenous Health.
• Administer grant budgets, including monitoring and tracking expenses, budget reconciliation, resolving commitments and issues, assisting with developing budget projections, and collecting information for budget development. Ensure accuracy and compliance with approved grant budgets.
• Provides the Principal Investigator (PI) key support in the preparation and submission of grant applications including initial budget preparation, manuscript review and editing for thoroughness and completeness, and compilation and formatting of data, figures and reference information for grant submission hand off to pre-award team.
• Works across the Center, departments and organizations to pull information, data, images, etc. for all publications and grant documents.
• Works with the local and Baltimore-based grants team in facilitation of pre-award and post-award functions for grant proposals and extensions for administrative functions. Administer grant budgets, including monitoring and tracking expenses, budget reconciliation, resolving commitments and issues, assisting with developing budget projections, and collecting information for budget development. Ensure accuracy and compliance with approved grant budgets.
• Ensures compliance with sponsoring organizations' guidelines, as well as relevant University policies and procedures. Assist Principal Investigators in completion of required information and ensures deadlines are met.
• Verifies that Faculty and PI are compliant with mandatory trainings and continuing education and schedules trainings as appropriate.
• Provides administrative support and general office duties necessary for efficient departmental operations, including purchasing, records control, office moves/renovations, repairs, maintenance, etc.
• In collaboration with faculty and Administrative Manager, analyzes operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, and personnel requirements) to identify areas for more efficient operations or areas for redesign. Develops and recommends administrative processes/procedures to ensure efficiency in general office operations to the lab PI and Program Manager. Interprets and communicates operating policies.
• Represents the PI and program team at administrative meetings regarding travel, budget reconciliation, facilities and participates in planning meetings for programmatic building.
• Assists PI/Program Manager with preparation of annual fiscal budget. Tracks expenditures and budget changes.
• With direction from leadership, develops and manages complex and key administrative projects (databases, reports, office workflow, records control, course materials, rollout of new systems, safety plans, etc.).
• Partners with the Administrative Team for recruitment and onboarding of postdocs, staff, faculty and interns.
• Takes the lead on all aspects of planning, preparation, logistics and execution for assigned special events/functions, such as workshops, seminars and conferences Engages other departments/institutes as appropriate (i.e., Marketing, Office of Medical Education, etc.).
• Prepare and process faculty check requests, reimbursements and related on behalf of PI/Program Managers.
• Tracks vacation, sick days, conference/meeting time for PI and program personnel on behalf of the PI and Program Manager.
• Coordinate distribution of supplies and materials for Family Spirit sites nationally and internationally.
• Coordinates multiple-day site visits from donors, Center stakeholders and visiting faculty
• Exercise leadership in highlighting Center news, announcements, resources and benefits as needed.
• Coordination of program activities, team meetings, and social events including developing program agendas and producing publication materials.
• Exercise independent judgment in prioritizing meeting schedules and preparing a timeline. Initiate, develop and prepare agendas. Provide follow-up information regarding committee actions and decisions. Maintains records via compilation of the minutes of the meeting, prepares SOPs and related materials.
• Manage program filing and correspondence documentation.
• Maintain confidentiality of documents and files.
• Works on special projects and miscellaneous related duties as assigned.

• Bachelor's Degree.
• Three years progressively responsible professional level administrative or finance experience.
• Additional experience may substitute for education, to the extent permitted by the JHU equivalency formula.

• Experience working with Indigenous or Tribal communities.
  
• Demonstrated knowledge of business with working knowledge of supporting strategic planning and business processes.
• Analytical and written/oral communication skills required (including the facilitation of discussions with senior leaders and stakeholders).
• Proficient with Microsoft Office, specifically Microsoft Word, Excel and PowerPoint.
• Ability to problem-solve creatively and analyze processes/systems.
• Excellent communication skills and tactful interpersonal skills to work effectively in a team environment and with external contacts during faculty and staff searches.
• Very strong organizational skills and ability to work on several tasks simultaneously and meet time sensitive deadlines.
• Individual must be able to work independently, under minimal supervision with strong decision-making skills and good judgment.

Classified Title: Administrative Program Coordinator 
Role/Level/Range: ATP/03/PC  
Starting Salary Range: Min $53,30 - Max $93,500 Annually ($73,400 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday to Friday: 8:30 am - 5:00 pm 
Exempt Status: Exempt 
Location: New Mexico 
Department name: Center for Indigenous Health  
Personnel area: School of Public Health 

Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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 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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. 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 campus. 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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