Project Specialist

Kennedy Krieger Institute•Baltimore, MD

About The Position

The Program Specialist I is responsible for coordinating the full lifecycle of trainee onboarding and exit processes, including payroll, appointments, benefits, visas, orientations, and related documentation. The incumbent will manage annual stipend budgets; develop and maintain registration/orientation materials, policies, and procedures; and ensure accurate tracking of trainees in collaboration with the NIRS Coordinator. This position oversees training affiliations and letters of agreement, supports the Training Administration and Curriculum Committee (TACC),and performs financial tasks related to grants and budgets (such as accounting and analysis) to assist the Director, Medical Program Operations while fostering positive communication with multidisciplinary clinical teams.

Requirements

High School Diploma or GED required.
Minimum two (2) years of program coordination experience working in an academic or nonprofit environment required.

Responsibilities

Coordinate all components of trainees on-boarding to include processing requisitions, registration packets, appointments, benefits, payroll, visas, and orientation.
Coordinate parking and ID badge for all trainees. Provide the Facilities department with a current list of trainees eligible to park in Kennedy Krieger Institute facilities.
Develop registration materials and train end users in the trainee on-boarding process. Maintain all relevant forms and materials on the Kennedy Krieger Institute Intranet.
Coordinate the Trainee Exit and Certificate of Training process including the Former Trainee Follow-Up Information and Survey project (which includes mini and 1, 5 and 10 year surveys). Work closely with the NIRS Coordinator in maintaining the database of current and former trainees.
Develop and review payroll alerts for terminating trainees in a timely manner and resolving all payroll discrepancies.
Coordinate the collection and routing of Training Affiliation and Letters of Agreements.
Attend Training Administration and Advisory Committee meetings and work closely with the Director in coordinating the work of the committee (including the Core Curriculum and Special Presentations).
Assist all trainees in the resolution of problems associated with payroll, benefits, parking, IDs, visas, etc.
Collaborate with the Director to develop and maintain comprehensive policies and procedures for the responsibilities of the position. Provide backup coverage for Administrative Services Coordinator I as needed.
Prepare, review, and reconcile operational budgets, expenditures, and salary reports for medical programs. Ensure accuracy and compliance through adjustments and recommendations.
Maintain and analyze departmental financial and program data. Generate and distribute reports for clinics and providers to support decision-making.
Process purchase orders, invoices, reimbursements, and travel expenses. Monitor clinical service agreements and assist with budget development and historical financial research.