Administrative Program Coordinator

Full job description

The Center for Indigenous Health (Center) is located within the Department of International Health at the Johns Hopkins Bloomberg School of Public Health. The core activities housed at the Center include research studies of infectious diseases and behavioral health, and a training program. The current position opening is for a position located at the Center's Great Lakes Hub in northeastern Minnesota (current offices in Duluth, MN).

The goals of the Center include utilizing community-based participatory research and public health service projects to improve health outcomes for and with Indigenous families and communities.

The Administrative Program Coordinator will provide complex project and administrative support to the to the Center's faculty and staff. They will represent the Center Directors and Department Administrators as appropriate in communicating professionally with faculty, administrators, staff, and external contacts, including tribal partners and providing high-level administrative expertise. This position will interpret operating policies of the University while exercising independent judgment in the resolution of administrative problems. The role will ensure smooth and efficient functioning for the Center as a unit.

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.
• Manage high-level projects including purchases, cost reduction measures, and administrative policy development to ensure smooth operation and efficiency.
• Compose and/or prepare documents for content, quality, and style.
• Initial point of contact for community-based sites. Triages to appropriate faculty member, staff, etc. to oversee responses, compose responses, and see that all requests and purchase orders are closed in the appropriate timeframe.
• Provide administrative support for the Great Lakes Hub Director and Deputy Director, as needed. This may include calendar scheduling, agendas, meeting material, minutes, clerical assistance, contributions or editing of documents and presentations, etc.
• Communicates operating policies, announcements, and correspondence by email to all Center teams as appropriate.
• Exercise leadership in highlighting Departmental and Center policies, resources and benefits and distributing these to others as needed.
• Coordination of major community-based sites' activities, faculty meetings, and social events including developing program agendas and producing outward facing project materials.
• Exercise independent judgment in prioritizing meeting schedules and preparing a timeline. Initiate, develop and prepares agendas; and prepare and distributes materials. Provide follow-up information regarding committee actions and decisions. Maintains records via compilation of the minutes of the meeting, prepares procedures manuals.
• Track Administrative Team's filing and correspondence documentation.
• Maintain confidentiality of documents and files.
• Assist the Great Lakes team with purchasing and budget tracking/reconciliation (e.g., monitor and prepare budget tracking and forecasting documents; assist with audits as appropriate)
• Initiate and monitor SAP/shopping cart/Purchase Order requests
• Review and process vendor invoices, deposits, fellowship payments, and travel reimbursements as needed (non-employee and employee-Concur).
• Prepare check requisitions, travel advances, travel expense reports, wires and other payment requests.
• Arrange meetings, make travel arrangements, draft and edit correspondence, screen and triage incoming calls and correspondence.
• Provide administrative support for grant reporting and submission coordination, including for NIH grants
• Perform miscellaneous related duties as assigned.

Additional Knowledge, Skills, and Abilities:

• Strong cultural safety skills
• Extensive experience and working knowledge in diversity, equity and inclusion.
• Proficiency in the use of computers, including software applications, databases, spreadsheets, and word processing
• Excellent organizational and time management skills; independent and self-motivated; highly organized and detail oriented; ability to manage multiple and competing priorities; excellent oral and written communication skills; demonstrated strong, positive interpersonal skills; ability to communicate effectively across disciplines and within a variety of cultures.

Other:

• Current driver's license issued by the state of residence and good driving record required.
• Ability to travel with overnight stays required as needed. Sporadic evening, weekend and holiday work may be required.
• This position will maintain background clearance as required by the employer and any collaborating agencies.

Minimum Qualifications

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

Preferred Qualifications

• Experience in program administration in an academic environment.
• Project management experience.

The Center for Indigenous Health (Center) is located within the Department of International Health at the Johns Hopkins Bloomberg School of Public Health. The core activities housed at the Center include research studies of infectious diseases and behavioral health, and a training program. The current position opening is for a position located at the Center's Great Lakes Hub in northeastern Minnesota (current offices in Duluth, MN).

The goals of the Center include utilizing community-based participatory research and public health service projects to improve health outcomes for and with Indigenous families and communities.

We are seeking an Administrative Program Coordinator who will provide complex project and administrative support to the to the Center's faculty and staff. They will represent the Center Directors and Department Administrators as appropriate in communicating professionally with faculty, administrators, staff, and external contacts, including tribal partners and providing high-level administrative expertise. This position will interpret operating policies of the University while exercising independent judgment in the resolution of administrative problems. The role will ensure smooth and efficient functioning for the Center as a unit.

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.
• Manage high-level projects including purchases, cost reduction measures, and administrative policy development to ensure smooth operation and efficiency.
• Compose and/or prepare documents for content, quality, and style.
• Initial point of contact for community-based sites. Triages to appropriate faculty member, staff, etc. to oversee responses, compose responses, and see that all requests and purchase orders are closed in the appropriate timeframe.
• Provide administrative support for the Great Lakes Hub Director and Deputy Director, as needed. This may include calendar scheduling, agendas, meeting material, minutes, clerical assistance, contributions or editing of documents and presentations, etc.
• Communicates operating policies, announcements, and correspondence by email to all Center teams as appropriate.
• Exercise leadership in highlighting Departmental and Center policies, resources and benefits and distributing these to others as needed.
• Coordination of major community-based sites' activities, faculty meetings, and social events including developing program agendas and producing outward facing project materials.
• Exercise independent judgment in prioritizing meeting schedules and preparing a timeline. Initiate, develop and prepares agendas; and prepare and distributes materials. Provide follow-up information regarding committee actions and decisions. Maintains records via compilation of the minutes of the meeting, prepares procedures manuals.
• Track Administrative Team's filing and correspondence documentation.
• Maintain confidentiality of documents and files.
• Assist the Great Lakes team with purchasing and budget tracking/reconciliation (e.g., monitor and prepare budget tracking and forecasting documents; assist with audits as appropriate)
• Initiate and monitor SAP/shopping cart/Purchase Order requests.
• Review and process vendor invoices, deposits, fellowship payments, and travel reimbursements as needed (non-employee and employee-Concur).
• Prepare check requisitions, travel advances, travel expense reports, wires and other payment requests.
• Arrange meetings, make travel arrangements, draft and edit correspondence, screen and triage incoming calls and correspondence.
• Provide administrative support for grant reporting and submission coordination, including for NIH grants.
• Perform miscellaneous related duties as assigned.

Additional Knowledge, Skills, & Abilities

• Strong cultural safety skills.
• Extensive experience and working knowledge in diversity, equity and inclusion.
• Proficiency in the use of computers, including software applications, databases, spreadsheets, and word processing.
• Excellent organizational and time management skills; independent and self-motivated; highly organized and detail oriented; ability to manage multiple and competing priorities; excellent oral and written communication skills; demonstrated strong, positive interpersonal skills; ability to communicate effectively across disciplines and within a variety of cultures.

Other

• Current driver's license issued by the state of residence and good driving record required.
• Ability to travel with overnight stays required as needed. Sporadic evening, weekend and holiday work may be required.
• This position will maintain background clearance as required by the employer and any collaborating agencies.

Minimum Qualifications

• 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.

Preferred Qualifications

• Experience in program administration in an academic environment.
• Project management experience.

Classified Title: Administrative Program Coordinator
Role/Level/Range: ATP/03/PC
Starting Salary Range: Min $53,300 - Max $93,500 Annually ($73,400 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday to Friday: 8 am - 4:30 pm
Exempt Status: Exempt
Location: Minnesota
Department name: Center for Indigenous Health
Personnel area: School of Public Health