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Research Program Coordinator

2 months ago

Baltimore, United States Johns Hopkins University Full time

The Child and Adolescent Health Measurement Initiative (CAHMI) is a national initiative based out of the Department of Population, Family and Reproductive Health of the Bloomberg School of Public Health at Johns Hopkins University in Baltimore, MD. Our mission is to advance improvements in the health and wellbeing of children and families through research, measurement, and partnerships with families, health care professionals, community-based organizations, and policy leaders.

We are seeking a Research Program Coordinator (RPC) who will be under the supervision of the Research Program Manager & Director of the Child and Adolescent Health Measurement Initiative (CAHMI). This position will provide coordinating and administrative support for the operation of the CAHMI as a center and for its research, projects, and activities. The RPC will proactively identify tasks and projects in close collaboration with CAHMI staff and the CAHMI Director on a day-to-day basis. The RPC will act as a liaison between staff and the Johns Hopkins University/Department related to the operational, administrative, fiscal and grants management needs of the CAHMI work. The RPC will also help to foster strategic partnerships and coordinate with CAHMI's many external partners to facilitate internal and external meetings. Furthermore, the RPC will be responsible for arranging conference and travel logistics, including budgeting and registrations, material handling, and packing and shipping exhibitor materials. The RPC will provide website and other editorial assistance for our professional and family target audiences, and will proactively manage CAHMI communication efforts, including social media and newsletters.

In working to accomplish the goals of the CAHMI and its projects and programs related to maternal and child health research and practice, the RPC will implement all project activities according to specific self-driven and collaboratively defined time frames and budget constraints, with minimal supervision to ensure accountability that activities and timelines are met or proactively renegotiated if required. Active participation and communication in team meetings, day-to-day activities, and assignments is expected along with flexibility and adaptability to iteratively modify tasks and processes as learning and the work unfolds. The RPC will be relied upon to proactively engage all CAHMI staff and external partners to achieve program goals and communicate progress and concerns and seek continuous growth and improvement opportunities to improve center and project outcomes. The RPC will maintain curiosity and creativity in daily problem solving and will have the ability to devise proposals for and actively plan and execute work across multiple projects and deadlines.

Specific Duties & Responsibilities

Personal Assistance to Director

  • Learn about range of needs and proactively assist with overall CAHMI development and management.
  • Aid with coordinating and scheduling meetings and maintaining an up-to-date academic CV, professional biography and web-based descriptive information.
  • Proactively identify and provide general administration needs, such as oversee the student intern hiring process, develop scopes of work and contracts for key advisors and contractors, ensure operational software and licenses are maintained, coordinate meetings with key stakeholders, aid with reimbursement submissions as needed, and liaise with JHU grants and finance departments as needed.

HR Coordination

  • Work closely with department administration and human resources to post and manage new jobs, internship requisitions, and incoming applications, schedule candidate interviews and track hiring process.
  • Ensure a smooth onboarding process for new CAHMI team members.
  • Train new CAHMI staff on basic CAHMI operating and administrative protocols and procedures.

General Project Operations/ Administrative support

  • Anticipate, confirm, and coordinate center operations related to purchasing supplies, subscription renewals, and expense reimbursement for staff and contractors.
  • Assist with staff and contractor recruitment and manage the logistics for student interns.
  • Assume accountability for the routine and accurate tracking and updating of CAHMI's software, equipment, and website URL inventory, ensuring up-to-date records.
  • Manage and oversee the implementation of JHU required procedures and paperwork, ensuring adherence to organizational policies.
  • Engage and monitor consultants, coordinating their involvement and ensuring their contributions align with project priorities, objectives, and deliverables.
  • Renew contracts and subawards accordingly and proactively plan when to do so.
  • Outline and support completion of key meeting agendas, slides and follow up actions with external advisory teams and partners, as well as develop a plan with the Center Director to efficiently coordinate schedules with external advisors to coordinate large-scale meetings.

Center Grants and Budget Support

  • Coordinate the defining and achievement of project goals and timelines related to key projects and proactively track, identify and troubleshoot challenges and seek resolution for project progress and quality of work with CAHMI team members.
  • Work closely with the JHU Finance team to ensure contracts and sub-agreements are executed for CAHMI consultants.
  • Assist with oversight and management of program expense budgets and sub-award invoicing.
  • Provide support with researching funding opportunities and grant submissions.
  • Proactively update the CAHMI director's CV and similar documents and maintain staff and student contact information and resumes.
  • Prepare forms and obtain proper authorization for a company procurement card and vendor invoicing, order office supplies, and prepare travel authorizations, travel reimbursement, and procurement card reconciliations and reallocations.
  • Ensure expenses post to the correct project/account.
  • Maintain an accurate and current computerized record database of expenditures, inventory, and supplies, and monitor supplies and materials.
  • Assist with oversight and management of program budgets and sub-award contracts and invoices. Anticipate needs for travel and conferences, ensure arrangements are made by staff, or assist as needed.
  • Assist in requesting reimbursement for travel that is paid by external entities.
  • Strategically synthesize information from various sources and conduct literature reviews as needed to support communication, research reports, and papers related to key projects.

Communications & Outreach

  • Define and lead the coordination of CAHMI's core outreach and communications plan anchored to grant/project goals, as well as daily social media anchored to special days and child health holidays, including targeted outreach campaigns like 'Be Our Voice' to promote and disseminate CAHMI's mission, resources, and tools.
  • Develop effective auto-emails to support access to and use of CAHMI's resources for those requesting support via CAHMI's info boxes.
  • Oversee the goals to update and monitor the building and use of CAHMI's contacts database to ensure accurate and up-to-date information, integrating data from online forms completed by website users and mapping to automated communications.
  • Lead and coordinate the timely development of planned newsletters and JHU-related communications.
  • Manage CAHMI's social media accounts, including content development, dissemination, and implementation of sustainable progress tracking and reporting.
  • Proactively coordinate CAHMI's attendance and exhibits, including budgeting, as well as abstract submissions for workshops or presentations at national conferences.

Technical Assistance

  • Monitor CAHMI's info box on a daily basis for incoming TA requests and work with CAHMI staff to ensure requests are properly responded to and tracked for progress reports.
  • Provide direct and indirect TA to interested end-users using CAHMI's digital platforms such as the Cycle of Engagement account system, Well Visit Planner, Online PHDS, and/or Data Resource Center.
  • Schedule, coordinate, and participate in meetings with end-users seeking technical assistance with implementation, family engagement, use of tools, or other topics and include the appropriate CAHMI staff/advisors.
  • Maintain an innovative mindset and approach for developing processes, resources, and TA platforms to increase staff capacity and efficiency.

Document and Resources management

  • Coordinate the update, creation, and maintenance of key CAHMI project resources and documents, including flyers, toolkits, website content, etc.
  • Collaborate with the necessary staff and consultants to manage edits, design, translations (if needed) and document versions.
Minimum Qualifications
  • Bachelor's Degree in Business Administration, Liberal Arts or a related discipline.
  • Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
  • Previous experience working with research protocols, clinicians, or in the field of maternal and child health a plus but not required.
  • Demonstrable experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro.
  • Experience with website content management systems, social media and graphics software preferred.

Special Knowledge, Skills, & Abilities

  • Excellent attendance history.
  • Demonstrated ability to work productively both independently and as part of a team.
  • Excellent work planning and time management skills and the drive to collaborate and manage activities across multiple projects/tasks.
  • Well-developed organizational skills, advanced communication skills, and excellent problem-solving skills.
  • Proactive team member who maintains a flexible attitude and seeks to continually learn and improve.
  • A fast learner, comfortable with technology and adapting to software to create content (eg. Canva, Constant Contact)
  • Comfortable setting and tracking own deadlines and responding to emergent needs that may require adjustments to prior deadlines.
  • Comfortable working with a variety of communication styles and manage executive calendars that are busy and change often, Curious, persistent and able to manage and thrive in a busy environment and within a context of regular change and innovation to optimize positive outcomes and achieve goals.

Classified Title: Research Program Coordinator
Role/Level/Range: ACRO40/E/03/CD
Starting Salary Range: $17.20 - $30.30 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday to Friday: 9:00am - 5:00pm
Exempt Status:Non-Exempt
Location:School of Public Health
Department name: PFRH CAHMI
Personnel area: School of Public Health