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Program Coordinator (The Johns Hopkins Proton Therapy Center)

Johns Hopkins University

Requisition #:618989
Location:Sibley Memorial Hospital, Washington, DC 20016
Category:Non-Clinical Professional
Schedule:Day Shift

Provides effective program coordination for the Patient Alumni Group Program and performs diversified program administration, program outreach, event planning, and data collection functions.


Coordinates the collection of the patient demographic data for current and projected program participants.

Coordinates event planning and execution for all programmatic educational and information dissemination activities.

Monitors and reconciles program budget.

Acts a program primary contact for patients, external organizations, and collaborating hospital departments.

Coordinates database administration; PC based word processing to accurately type and format, and/or retrieve from computer policies, memoranda, letters, announcements, mailing labels and reports. Reports include but are not limited to: monthly statistical reports, program newsletters, informational materials, and website management.

Maintains up-to-date program calendar. Makes and receives calls to schedule meetings and events. Schedules meeting rooms, arranges room set up and delivery of AV equipment, handouts, and refreshments.

Receives and curates for new program members information and verifies that they are complete. Prepares membership kits, which include a welcome letter (retrieved from the computer) and User's Guide. Accurately enters data on new members into the computer database. Reviews paperwork during data entry for errors. Edits existing data, transfers data from active to inactive status where appropriate.

Ensures all program events/programs/activities are uploaded and accurate on the Sibley website.

Schedules appropriate space, AV equipment, and refreshments. Verifies that registration information is complete and entered into the computer database. Retrieves information letter from computer and mails to each registrant. Confers with instructors and revises roster as needed. Retrieves class roster from the computer for instructor's use. Makes reminder calls to registrants prior to the course.

Maintains accurate mailing lists and email lists of various support groups of the Sibley Senior Association. Provides such lists to the Support Group Manager and Director.

Works with persons who regularly conduct classes and support groups to identify and confirm dates. Secures rooms and arranges refreshments.

Assists in the collection of articles, calendars, and schedules for the newsletter.

Confirms speakers one week before any scheduled event/program/course. Works with Nutrition Services to confirm refreshment needs.

Accurately inventories departmental supplies, prepares requisitions, receives and stores departmental forms and supplies in floor to five-foot tall cabinets.

Prepares accurate and timely handwritten or typed check requests for payment of invoices, verifies express data, files expense reports, and monitors departmental office supply budget.

Ensures that hospital units have enough brochures as produced by the program.

Maintains confidentiality of program participants', visitors', and employees' information.

Assists and advises volunteers in their performance of office functions.

Interacts with program members, prospective members, volunteers, and other customers in a friendly, courteous, helpful manner.

Edits and adds information into SOPs as needed.


Effectively orients new program volunteers to office procedures, operation of equipment, location of supplies, etc.

Available to warmly and courteously direct or assists members in any matters related programs.

Regularly participates in staff meetings and education and training programs, as required.

Keeps work areas and equipment clean, neat, and well organized.

Performs other related duties as assigned.


Proficient in Microsoft Word, Outlook, Excel, Power Point, email, and Sibley Computer programs including but not limited to, SAP, Meeting Room Manager, SMH Intranet.

Ability to navigate in Microsoft Access.

Proficient communication in English, both oral and written.

Basic math and computation skills.

Ability to appropriately interact with older people from diverse backgrounds, using tact and diplomacy.

Ability to adapt positively to frequent interruptions and changes in workload.

Ability to operate essential equipment and to effectively manage the program office.

Basic knowledge of medical terminology and gerontology.

Ability to work independently with and in a cooperative manner with all staff and volunteers, and other Sibley Hospital personnel.

Ability to perform work within specific time frames.

Minimum Education and Experience:

Bachelors' degree from an accredited college required.

***Effective January 1st 2022, you must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of your vaccination status as part of your new employee pre-boarding. Exceptions to the COVID-19 vaccination requirement may be granted for medical reasons and religious beliefs. Requests for medical exceptions must be submitted at your occupational health screening. In the wake of the COVID-19 pandemic, the Johns Hopkins Health System remains committed to providing the highest quality care for our patients and our communities.

***Authorization to Work in the United States: Applicants who require sponsorship now or in the future will not be considered for this position.

Johns Hopkins Health System and its affiliates are drug-free workplace employers.

We are committed to providing a healthy and safe environment for our patients, visitors and staff members. The Johns Hopkins Hospital has a tobacco-free at work policy. Employees must refrain from using any tobacco products during their work shifts — including while at lunch or on breaks, and whether they are on or off campus.

Johns Hopkins Health System and its affiliates are an Equal Opportunity / Affirmative Action employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, mental or physical disability, genetic information, veteran status, or any other status protected by federal, state, or local law.
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