Classified Title: Program Coordinator Role/Level/Range: ATO 40/E/03/OF Starting Salary Range: [[$40,019-55,058]] Employee group: Full Time Schedule: 8:30am-5:00pm Employee subgroup: Salaried Non-exmt Location: [[750 E Pratt St]] Department name: 60003427-SOM Admin Armstrong Institute Personnel area: School of Medicine
Responsible for the oversight of operations and the administrative functions of the Clinical Community Project Manager(s) as well as assigned Armstrong Institute faculty members. Work independently to ensure the day-to-day operational effectiveness of the Clinical Community Project Management.
The Program Coordinator is expected to work independently and exercise discretion and judgment to identify problems, determine causes, and implement solutions and assume responsibility for decisions, consequences, and results that impact on people, costs, and/or quality of service within the functional area while maintaining a professional, customer service-focused presence to both internal and external customers.
Provide administrative support to the Clinical Community operations staff and assigned Armstrong Institute faculty members. Tasks include but are not limited to: coordinating meetings, to include adobe connect and video conferencing; preparing meeting minutes and distribution; serving as an information resource to assist the Project Manager(s) in daily decisions; typing operational and administrative reports and materials; composing correspondence; working within necessary software applications (Lumeer, Premier, Tableau); preparing slide presentations; screening phone calls; and processing incoming and outgoing mail.
Specific duties & responsibilities:
Coordinate and assist Clinical Community project managers with strategic administrative projects and events related to the expanding needs of the Department.Effectively communicate with all levels of professionals within Johns Hopkins Medicine. Coordinate and direct office resources toward timely completion of special projects within the budget.
Set up database using Excel, Access, or similar systems. Maintain Armstrong Institute Share Point Site for Clinical Communities and Clinical Communities website.
Organize departmental and executive committee meetings (ERAS Steering Committee, PMO, Imperative, Operations, Supply Chain, Surgery Pathway Leadership Meetings). Works with administrative coordinators to schedule project meetings, and documents meeting progress/action items.
Work with Project Managers to initiate agendas for meetings. Prepare materials and submit in timely manner.
Organize and manage all aspects of travel arrangements and accommodations for the Project Manager(s) or faculty when needed. Schedule, prepare, and distribute itineraries. Prepare honoraria, expense reports, and reimbursement requests.
Assist the Project Manager(s) with preparation of lectures and other functions. Retrieve reference material and conduct literature searches and focus groups as required.
Assist in managing special projects and plan events; organize and arrange special departmental projects, faculty meetings, and conferences. Plan all components of large social functions, e.g., luncheons, dinners, and banquets.
Assist/organize onboarding of new Clinical Communities members.
Minimum qualifications (mandatory):
High School diploma or equivalent required and minimum of five years progressively responsible related experience. Bachelor's degree preferred. Additional education may substitute for some experience.
Special knowledge, skills, and abilities: Excellent oral and written communication skills. Ability to work independently and manage multiple tasks, detail oriented, self-motivated, strong interpersonal skills, ability to use personal computer; proficiency in Microsoft Word and Excel; database and spreadsheet knowledge. Must be able to effectively prioritize and work on multiple tasks with concurrent deadlines and demonstrate excellent time management skills and efficiency. Ability to work independently and manage multiple tasks. Highly attentive to detail and deadlines.
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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