JHU Foreign Policy Institute is seeking a Program Coordinator who will report to the Executive Director of the Foreign Policy Institute and will be responsible for providing high-level administrative management support.
Specific Duties & Responsibilities:
Responsible for routine program support: answering the phone, receiving mail, and acting as a point of contact and source of information about the Foreign Policy Institute for visitors and key stakeholders: faculty, fellows, staff, and students.
Drafts standardized written communications from the Foreign Policy Institute.
Supports the lnstitute's Executive Director in their activities, as they relate to the program.
Supports and schedules Foreign Policy Institute seminars, meetings, and conferences utilizing Constant Contact, maintaining contact databases, creating event invitations, and tracking responses.
Engages with the Foreign Policy Institute Fellows and other affiliated members of the Institute.
Disseminates and promotes annual call for applications for new post-docs and Fellows.
Onboards all Fellows, assists with navigating the university, provides support in obtaining visas where necessary.
Assists the Executive Director in planning and supporting program initiatives from Fellows and other affiliated members of the Institute.
Serves as a point of contact for the Editorial Board and Editorial Committee of the SAIS Review and the Foreign Policy Institute.
Participates in the preparation of new grant applications and existing grant reports, working closely with the SAIS business and development offices to ensure requirements and deadlines are met.
Processes invoices, travel reimbursements, online payment requests, and purchase orders.
Works with the Executive Director to manage the Foreign Policy Institute budget, including monitoring and tracking expenses, collecting information relevant to the Institute budget, and reconciling the budget in coordination with relevant SAIS and other university departments.
Routinely reviews and updates the Foreign Policy Institute website.
Maintains social media platforms.
Coordinates the process of Foreign Policy Institute publications (policy briefs, conference reports, annual report), overseeing copyediting and printing.
Procures supplies, services, and equipment with SAP purchase order and/or procurement card.
Maintains organized filing systems, both electronic and paper.
Other administrative duties as assigned.
Minimum Qualifications (Mandatory):
Five (5) years of progressively responsible administrative experience required
Bachelor's Degree strongly desired. High School Diploma/GED required.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.*
Strong budget management skills
Advanced written and verbal business English
Excellent oral and written communication skills
** 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.
Master's Degree preferred.
Experience working in higher education, non-profit, public affairs, or other government entity preferred.
Advanced organizational and time management skills.
Project management experience.
Proficiency in a language in addition to English.
Educational background in political science/international relations or related field.
Special Knowledge, Skills & Abilities:
Solid knowledge of/experience implementing social media best practices.
Experience working with students.
Strong working knowledge of PCs and Microsoft Office applications (Word, Excel), the internet and e-mail applications (preferably Outlook). Use various software applications to assemble, manipulate and/or format data and/or reports.
Strong administrative skills; ability to learn new skills quickly.
Detail-oriented, well organized; ability to multi-task and prioritize in order to meet deadlines.
Strong interpersonal and excellent customer service skills.
Strong organizational and time management skills.
Strong proficiency in database management and computer applications (e.g., Word, Excel, Access, PowerPoint, Wix, Constant Contact); willingness to learn additional applications as needed.
Commitment to diversity and to serving the needs of a diverse population.
Supervises graduate student research assistants on Institute communications and on projects as needed.
Classified Title: Program Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.02 - $27.51/hr (commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday, 8:30am to 5:00pm
Exempt Status: Non-Exempt
Location: DC - District of Columbia
Department name: JHU Foreign Policy Institute
Personnel area: SAIS
The successful candidate(s) for this position will be subject to a pre-employment background check.
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