Project Coordinator

Kennedy Krieger Institute · United States

The Project Coordinator ( Administration & Training) provides high-level administrative support to the Vice President of the Department of Family and Community Intervention. This role combines executive administrative support with substantial responsibility for coordinating the department's postdoctoral, internship, and externship training programs, along with academic, research, and clinical program administration. This position requires discretion and will have access to confidential information that will need to be handled with care and attention to detail when handling confidential information. Responsibilities

1. Provide executive administrative support to the Vice President, Family and Community Interventions), managing a complex multi-institution calendar (Kennedy Krieger + Johns Hopkins), proactively resolving scheduling conflicts, and prioritizing competing demands.

2. Screen and triage incoming correspondence, calls, and requests; draft routine correspondence for the VP's review and signature. Serve as liaison between the VP's office and Kennedy Krieger senior leadership, department staff, and external partners.

3. Coordinate domestic and international travel, including conference travel, site visits, and NCTSN-related travel, along with associated itineraries and expense reports.

4. Prepare agendas, materials, and minutes for leadership meetings, department staff meetings, and executive committee meetings. Maintain confidential files and records in compliance with HIPAA and institutional data-handling policies.

5. Coordinate the department's postdoctoral, internship, and externship training programs, including scheduling recruitment interviews, facilitating communication with applicants and trainees' home institutions, and maintaining trainee records (evaluations, observations, etc.).

6. Conduct quarterly audits to confirm all required trainee materials have been submitted, and track trainee statistics for APA and APPIC reporting for the internship and postdoctoral programs.

7. Coordinate orientation and onboarding sessions for new trainees; help plan graduation and related activities. Maintain training calendars and attend the monthly psychology training committee meeting.

8. Assist in transitioning training materials to Qualtrics and update training-related website materials annually.

9. Compile materials supporting the VP's academic activities at Johns Hopkins University School of Medicine, including CV updates, bio sketches, and promotion/appointment documentation. Coordinate scheduling and logistics for teaching, mentoring, and supervision responsibilities, and track continuing education (CME) and licensure renewal documentation.

10. Support coordination with Johns Hopkins School of Medicine departmental administration, including cross-institutional scheduling, credentialing/appointment renewals, and committee assignments.

11. Assist with grant application logistics (budgets, bio sketches, and letters of support) ahead of submission deadlines, coordinate with the sponsored programs/grants office. Track grant timelines, progress report due dates, and IRB renewal/protocol deadlines.

12. Coordinate manuscript submission logistics (formatting checks, co-author sign-off tracking, and journal correspondence) and maintain a research pipeline/tracking log of active grants, submissions in progress, and publications in press. Support coordination of research team meetings and data/safety monitoring meetings.

13. Support administrative operations for the Center for Child and Family Traumatic Stress and the Therapeutic Foster Care Program, including scheduling program review meetings and tracking deliverables. Assist with NCTSN-affiliated reporting requirements and site deliverables.

14. Assist with department budget tracking, purchase orders, invoice processing, and reimbursement submissions. Coordinate department-level communications, including newsletters, staff announcements, and general website updates.

15. Support logistics related to the VP's national leadership roles (e.g., professional society board/committee responsibilities), including meeting scheduling, material preparation, speaking engagement logistics, and honoraria/contract paperwork. Track media requests and coordinate responses with communications/PR staff.

16. Plan and coordinate department events, trainings, and conferences, including venue logistics, registration, and materials. Support ad hoc special projects assigned by the VP, often on short timelines and requiring discretion.

Certified Administrative Professional (CAP) or Project Management Professional (PMP) certification preferred.

EDUCATION: Bachelor's degree is required, preferably in public health, business administration, or related field.

EXPERIENCE: Three years of progressively responsible administrative experience required, ideally supporting a senior executive, faculty member, or department leader. Prior experience in an academic medical center, hospital, or university research setting preferred. Familiarity with APA/APPIC accreditation processes and psychology training program administration preferred.