Program Specialist - Event and Office Logistics Administrator

Founded with the mission of Scholarship and Science for Social Change, the William H. Gates Sr. Institute for Population and Reproductive Health has been a trailblazer for innovation in the fields of family planning, reproductive health, and population dynamics for more than 20 years. The Institute has a strong track record of positive impact – whether through its support of local partner capacity or translating science and evidence into policies, programs, and practice.

Its continued success hinges on the Institute’s reliance on an expansive global network. Of the more than 370 institutions and local governments the Institute has partnered with since its establishment in 1999, more than 90% are based in the global south. This network allows the Institute to use a synergistic approach to create positive disruptions through its Global Programs.

The Institute features a dynamic, innovative working environment, with opportunities to work with established and emerging leaders across the globe in sexual and reproductive health and rights (SRHR) and gender equity research, advocacy, and program implementation to contribute at a high level to sustainable, positive change for women and men, communities, and countries. Together with locally based partners across Africa and Southeast Asia, the Institute identifies and acts on ideas with the greatest promise to advance universal, equitable access to SRHR. For more information about the Institute, it’s global programs and platforms, please visit www.gatesinstitute.org.

We are seeking a Program Specialist-Event and Office Logistics Administrator who will contribute to managing event, programmatic, and day-to-day administrative support for the platforms that feed into the W. H. Gates Institute’s global programs focused on family planning, reproductive health, population dynamics, and gender equity, with key support given to the Institute’s Director and Senior Program Officer II and the other members of the Anchor team who ensure that the Institute’s overall strategic goals are met. Strong communication skills and cultural competency, keen attention to detail, the ability to organize and prioritize tasks, and event planning experience are all essential for this position.

The Institute’s Anchor Team is dedicated to ensuring the achievement of the Institute’s overarching strategic objectives under its five global programs (with gender equity cutting across all of these), especially through the successful execution of the International Conference on Family Planning (ICFP) platform activities which significantly contribute to the goals of each global program. Since 2009, the ICFP has served as a strategic inflection point for the global reproductive health community, providing a global stage for countries, organizations, and individuals to make important commitments and celebrate achievements as the world’s largest scientific conference on family planning and reproductive health. ICFP is a platform for researchers, advocates, governments, and communities; a movement towards achieving access to family planning for all; and a growing community guided by the spirit of partnership, inclusivity, innovation and scientific rigor.

This role will play an integral part in the successful planning and execution of ICFP communications and virtual and in-person meetings and events - culminating with a 5,000-person, hybrid, scientific conference in late 2025 in Africa or Latin America – which will contribute significantly to the Institute’s accomplishment of its major goals.

This job will require travel to the 2025 ICFP and may require other domestic and international travel to assist with technical and programmatic activities as directed.

Specific Duties & Responsibilities

Meeting and Event Planning and Logistics for the Institute

• Assist the Director of the ICFP Secretariat as needed.
• Schedule Zoom and conference rooms for events and meetings (work with the school and the department for room reservations and event scheduling when appropriate).
• Assist with setting the schedule, speakers, and interpreters for and facilitation of the Institute’s monthly seminars, All-staff meetings, and other team meetings and activities.
• Assist with the event logistics for larger Institute events and meetings, including partners’ meetings, quarterly Institute all-staff and Anchor Team in-person events, the William H. Gates Sr. Distinguished Lecture Series, International Conference on Family Planning, Global Health Leadership Accelerators, and Institute’s presence and events at other academic conferences, pre-conferences and side events, etc.
• Logistics elements include: invitation dissemination and tracking, budgetary tracking, speaker communication, name tags, place cards, follow-up emails and calls, food and beverage orders and delivery, event/announcement signage for visitors and students, name plates for speakers, travel arrangements, shipping logistics, security logistics, guest list/listserv updates, attendee check-in, honoraria for speakers, agenda distribution, notetaking, recordings, event summaries, final document distribution, etc.
• Manage conference emails and FAQs on a variety of topics.
• Alert Institute employees of breaking travel security issues within the countries in/through which they travel.
• Create and maintain shared documents, task lists (in Airtable) and calendars.
• Procure event and materials as necessary.
• Provide input on event materials, strategies, and work plans.

Administrative Support of the Institute Director and Senior Program Officer II

• Assist with daily calendars by scheduling external and internal high-level meetings on behalf of the Institute Director and Senior Program Officer II, including compilation and prep of materials, confirmation of meeting details, assisting with communication and other details as needed, and prioritizing meeting requests and response times.
• Prepare and edit email correspondence for director and SPOII
• Assist with event and travel arrangements and produce materials for individual and group meetings and trips (international and national) which include booking hotels and transportation, creating itineraries and participant background briefings, garnering visas, conference/event registration, etc.
• Assist Director and SPO while they are on the road (e.g. changing travel accommodations) and problem-solve as issues arise.
• Handle post-trip needs which include completing travel reimbursements, reconciling trip expenses and credit card statements, entering travel notes and capturing work-plan data.

General Administrative Support of the Institute

• Provide front office support, including opening the office each morning, assisting Institute employees with hot-desking, printing, onboarding, meeting room set-up, etc.,
• Routinely interact as the face of the Institute with platforms staff, faculty, funders, volunteers, CEOs, and students via telephone, email, and mail.
• Help onboard hired staff – including updates of GI policy guide, keys, Dropbox, business card orders, office set-ups/moves, update door signs, etc.
• Manage Dropbox, Sharepoint, Survey Monkey, Zoom, and Airtable accounts for Gates Institute
• Organize and maintain the front office suite and order office supplies when needed using Shopping Cart in the JHU SAP system.
• Sort and distribute mail and manage deliveries from campus courier.
• Submit help desk tickets for IT, building, and room issues.
• Report repairs needed to building engineers and submit work orders.
• Perform other administrative duties, as assigned.

Minimum Qualifications

• Bachelor’s Degree preferred.
  

• Minimum of three years event/administrative/office/program experience, preferably in an NGO or academic environment (Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula - see above).
  

• Excellent written and oral communication skills required.
  

• High-level event planning and organizational skills with keen attention to detail.
  

• Ability to prioritize multiple responsibilities.
  

• Ability to work independently and as part of a team.
  

• Proficiency with all Microsoft Office programs, Outlook, databases/spreadsheets, procurement sites, etc.
  

• Strong cultural competency.

Preferred Qualifications

•  Minimum of five years of event/administrative/program experience (preferably in an academic/NGO environment)
•  Experience working on international projects.
•  Competency in French and/or Spanish – written and oral.
•  Experience utilizing collaborative workflow/organizational productivity software.

Classified Title: Program Specialist
Job Posting Title (Working Title): Program Specialist - Event and Office Logistics Administrator
Role/Level/Range: ACRP/03/MC
Starting Salary Range: Min $47,500 - Max $83,300 Annually (Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, times flexible
Exempt Status: Exempt
Location: School of Public Health
Department name: ​​​​​​​PFRH Gates Institute
Personnel area: School of Public Health 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.

**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.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion .

Accommodation Information

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The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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