Administrative Program Coordinator

Marathon Petroleum; Seattle (WA); On-site; USD 53,300 - 93,500; Full time

Job summary

The Administrative Program Coordinator at the Center for Indigenous Health, within Johns Hopkins Bloomberg School of Public Health, provides high‑level administrative support to faculty and staff and acts as a liaison with tribal partners and external contacts.

The role includes managing complex projects and budgets, preparing documents, coordinating meetings, supporting grant reporting (including NIH grants), and ensuring smooth operation of the Center and adherence to university policies.

Qualifications

• Bachelor’s degree and at least three years of admin or finance experience.
• Experience in academic program administration preferred.
• Strong project management and organizational skills.
• Excellent written and verbal communication; ability to work across cultures.

Responsibilities

• Provide high-level administrative support for the Center for Indigenous Health.
• Manage complex projects, budgets, and policy development.
• Prepare documents and communications; manage calendars and meetings.
• Coordinate with tribal partners and external contacts.
• Support grant reporting and NIH submissions.
• Maintain confidential records and assist with audits.

Skills

Cultural safety

DEI experience

Computer proficiency

Organization/time management

Multitasking

Communication skills

Cross-cultural communication

Education

Bachelor’s degree

3+ years admin/finance experience

Tools

SAP

Concur

Job description

Job Overview

The Center for Indigenous Health (Center) is located within the Department of International Health at the Johns Hopkins Bloomberg School of Public Health. The Center’s core activities include research on infectious diseases and behavioral health, and a training program aimed at improving health outcomes for Indigenous families and communities. This position is located at the Center’s Great Lakes Hub in northeastern Minnesota (current offices in Duluth, MN).

Position Summary

The Administrative Program Coordinator will provide complex project and administrative support to the Center's faculty and staff. The Coordinator represents the Center Directors and Department Administrators, communicates professionally with faculty, administrators, staff, and external contacts—including tribal partners—and provides high‑level administrative expertise. The role ensures smooth and efficient functioning of the Center, interprets University operating policies, and exercises independent judgment in resolving administrative problems.

Responsibilities

• 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 prepare documents for content, quality, and style.
• Act as the initial point of contact for community‑based sites; triage to appropriate staff and oversee responses, ensuring all requests and purchase orders are closed in a timely manner.
• Support the Great Lakes Hub Director and Deputy Director with calendar scheduling, agenda preparation, meeting materials, minutes, clerical assistance, document and presentation editing, and other administrative tasks.
• Communicate operating policies, announcements, and correspondence by email to all Center teams.
• Highlight Department and Center policies, resources, and benefits; distribute them as needed.
• Coordinate major community‑based site activities, faculty meetings, and social events; develop program agendas and produce outward‑facing project materials.
• Prioritize meeting schedules, prepare timelines, and distribute agendas and related materials.
• Maintain meeting minutes, procedures manuals, and records of committee actions and decisions.
• Track the Administrative Team’s filing and correspondence documentation.
• Maintain confidentiality of documents and files.
• Assist with purchasing and budget tracking/reconciliation (e.g., monitor and prepare budget tracking and forecasting documents; assist with audits).
• Initiate and monitor SAP/shopping cart/Purchase Order requests.
• Review and process vendor invoices, deposits, fellowship payments, and travel reimbursements (non‑employee and 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 computers, including software applications, databases, spreadsheets, and word processing.
• Excellent organizational and time‑management skills; independent, 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 Requirements

• Current driver’s license issued by the state of residence and good driving record.
• Ability to travel with overnight stays as needed.
• May require sporadic evening, weekend, and holiday work.
• Position requires maintaining background clearance as required by the employer and collaborating agencies.

Minimum Qualifications

• Bachelor’s degree.
• Three years of 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 and Compensation

Classified Title: Administrative Program Coordinator
Role/Level/Range: ATP/03/PC
Starting Salary Range: Min $53,300 – Max $93,500 annually (targeted $73,400; commensurate with experience)
Employee Group: Full Time
Schedule: Monday to Friday, 8a.m.–4:30p.m.
Exempt Status: Exempt
Location: Minnesota
Department: Center for Indigenous Health
Personnel Area: School of Public Health