The Program Coordinator for the Academy at Johns Hopkins Medicine (Academy) has a dual reporting relationship to the Johns Hopkins University School of Medicine Office of Faculty (OOF) and Johns Hopkins University Human Resources (JHU HR). Under the direction of the OOF, this individual will be responsible for the operational activities of the Academy, which includes supporting the administrative, financial, HR, and marketing functions of the program. The Program Coordinator will serve as the liaison and primary point of contact for School of Medicine faculty transitioning from their academic appointment to the Academy as a retired or emeritus faculty member. Additionally, this position represents the OOF and JHU HR in communicating professionally with faculty, department directors, administrators and staff to address questions relating to the Academy and Senior Faculty Retirement.
Specific Duties & Responsibilities
Emeritus Program Duties:
Provide programmatic oversight and management of daily operational activities of the Academy.
Develop processes and procedures to successfully onboard Emeritus and retired faculty to the Academy and monitor accordingly through introductory check-ins and annual reviews.
Process new emeritus and retired faculty requests for Academy enrollment and review space and resource needs of individual faculty.
Maintain and track Academy faculty records and informational database to ensure retiree information such as email and phone records are current and correct.
Support and promote emeritus faculty opportunities for scholarly activities such as teaching, mentoring, precepting, protocol review, etc.
Monitor and manage Academy space and assess space requests.
Maintain conference room and common room scheduling for the Academy.
Coordinate emeriti events and maintain an active schedule of programmatic activities for the Academy.
Coordinate efforts for marketing of the Academy by supplying regular updates on content and events to the Senior Faculty Website (and facebook account), which is maintained by the OOF.
Pre-approve reimbursements for faculty to ensure compliance with JHU accounting policies and procedures.
Assist Academy faculty with processing of programmatic expense transactions related to Academy and scholarly activities (e.g. reimbursements, check requests, fund transfer, etc.).
Assist emeriti faculty with programmatic purchases.
Support Academy faculty for any access issues such as parking, badge, email and JHED login.
Process SAP requests to support operations of the Academy including supply orders and vendor payments.
Maintain and review Academy resources such as computers, printers, projectors and other equipment.
Identify Academy trends and present findings to OOF and JHU HR for optimized program management.
Create a detailed annual budget for the Academy and budget narratives for business development proposals.
Actively work with OOF to gather, analyze, summarize, and prepare budget projections for program events.
Perform financial forecasting and account reconciliation on a monthly basis to identify budget variances and ensure compliance with JHU accounting policies.
Assist the OOF leadership to plan for any ongoing programmatic design changes of the Academy to accommodate the ongoing needs of the emeritus and retired faculty.
Additional duties as assigned.
Human Resource Duties:
Assist with coordinating paperwork for transitioning senior faculty to retirement or emeritus status in collaboration with department administrators, HR staff and credentialing coordinators.
Under the supervision of JHU HR, serve as a representative on the East Baltimore Medical Campus and provide support for HR related retirement issues and concerns of faculty and departments by providing advice, guidance, and support.
Act as a liaison of JHU HR for the Johns Hopkins University School of Medicine for retirement navigation and workflow.
Review eligibility requirements with JHU HR, JHU Benefits and department administration to ensure Senior Faculty Retirement Programs are offered to qualifying faculty.
Provide updates on Academy data to OOF, JHU HR, and JHU Benefits.
Partner with JHU HR and JHU Legal groups to ensure that retirement procedures conform to the appropriate standards and policies for employees.
Assist Emeriti with any medical staff appointment changes and / or renewals.
Provide updated information to Academy faculty on upcoming HR retiree workshops and other relevant Office of Worklife Engagement seminars.
Provide informational sessions outlining JHU HR retirement procedures and necessary paperwork to potential faculty retirees and SOM department leadership.
High School diploma or GED
Five years of progressively responsible related experience.
Additional education my substitute for some experience, to the extent permitted by the JHU equivalency formula.
* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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. *
Prior experience with HR policies and processes and experience in an academic setting strongly preferred.
Special Knowledge, Skills and Abilities
Working knowledge of federal, state and local laws and regulations in human resources; working knowledge of emerging trends and practices in human resources helpful.
Excellent oral and written communication skills. Excellent organizational skills with a focused attention to detail and an ability to manage multiple/competing priorities are required. Proficient with basic mathematical calculations and basic accounting practices.
Demonstrated ability to show good judgment in communicating issues that are sensitive and confidential. The candidate should have basic computer skills: internet and email software, spreadsheet software, and word processing.
Classified title: Program Coordinator
Role/Level/Range: ATO / OF / 3
Hourly Rate Range: $19.24 - $26.47
Employee group: Full Time
Schedule: 8 hours / 5 days
Employee subgroup: Non Exempt
Department name: Admin Vice Dean for Faculty
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 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.
Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.