The Sr. Administrative Coordinatorserves as the administrative support for four Associate/Vice Deans (research, education, faculty, and diversity/equity/inclusion) and for the Administrator, Academic Affairs and the Faculty Administrative Specialist, Academic Affairs in the Johns Hopkins Bloomberg School of Public Health. This position will function in four major areas, as Sr. Administrative Coordinator, as Project/Event Assistant, as Communication Specialist, and as Budget Assistant.
Specific Duties & Responsibilities
This will be a fast-paced, multi-tasking and visible position. The position is expected to maintain a high degree of professionalism and trust on the telephone, in person, via electronic communication, and must be able to prioritize and multitask based on changing needs and situations. Inter- and intra-office communication and teamwork skills are critical. This position will perform duties of a sensitive and highly detailed, technical nature, exercising administrative judgment and maintaining responsibility for quality of service and discretion. In addition, will act as front-office contact; greet visitors (including national, international, and visiting dignitaries), faculty, staff, and students; answer incoming phone calls and triage them to other offices in School/University as appropriate; respond to requests by faculty, staff and students; interact with and respond to requests of faculty, staff and students, including in acute and crisis situations. Must be an advanced user of all Microsoft Office Suite software packages. Extensive internal and external interaction with faculty, staff, students and other guests of the Bloomberg School of Public Health through phone, e-mail, other written correspondence and face-to-face interaction.
Sr. Administrative Coordinator: Will organize and manage meetings and special events for deans, faculty, staff, students and visitors as needed; track attendance and follow up with attendees; manage multiple events and meetings; assure that meeting logistics are smooth; resolve scheduling conflicts; proofread, edit, and track correspondence; maintain confidentiality of materials. Manage calendars of associate/vice deans. Must be familiar with Microsoft Office applications including Outlook calendar and email, able to coordinate Doodle Polls for meetings, and familiar with Zoom.
Project/Event Specialist: Position will involve independent work on several projects. Projects include coordinating: faculty research funding opportunities, coordinating applications for internal awards including but not limited to disseminating funding opportunity announcements, soliciting applications, coordinating review committees, notifying recipients and non-recipients, and tracking research results; may facilitate interdepartmental or multi-disciplinary extramural grant applications submitted by SPH faculty. Maintaining faculty and post-doctoral policy and guidebooks. Assist with Faculty Senate, new faculty lunches/dinners, Faculty Appointment and Promotions efforts and other school wide faculty related initiatives and events.
Communications Specialist: As the Communication Specialist, this individual will maintain Academic Affairs and affiliates web pages and portal sites. This position will need to assist affiliates with developing their web pages for the program/academic content. Will meet periodically to insure that content is current. Will design and maintain content in the Academic Affairs portal sites for Academic Affairs, Training Grants, Faculty and Post-Doctoral efforts and other sites as developed. Willing to learn web and SharePoint software.
Budget Assistant: Will issue and reconcile procurement card purchases, travel arrangements; prepare travel reimbursement requests, pay invoices and purchase routine supplies using HopkinsOne; and manage office equipment and supplies and track and order office supplies for Academic Affairs offices. Will reconcile five budget accounts and grants as needed. Will send, file and retrieve information on a timely basis, both hard copy and electronically; develop, update and maintain spreadsheets. Will assist in maintaining financial and budgets for all of Academic Affairs. Will be required to use HopkinsOne SAP financial system.
Duties as assigned.
Minimum Qualifications (Required)
High School Diploma/GED.
Five (5) years progressively responsible administrative experience.
Additional education may substitute for required experience, to the extent permitted by the 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.
Bachelor's degree strongly preferred.
Special Knowledge, Skills, and Abilities
Strong written and oral communication skills required.
Must demonstrate ability to effectively work on teams with people from diverse
Backgrounds and must be highly organized.
Classified Title: Sr. Administrative Coordinator Working Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Horuly Pay Rate Range: $19.82 - $27.27 / Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30 am - 5:00 pm / 37.50 hrs per week Exempt Status: Non-Exempt Location: 05-MD:School of Public Health Department name: 10001017-Graduate Education and Research Personnel area: School of Public Health
The successful candidate(s) for this position will be subject to a pre-employment background check.
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During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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