This position serves as the administrative support for Associate/Vice Deans in the Johns Hopkins Bloomberg School of Public Health. This position will function in four major areas as Communication Specialist (50%), Sr. Administrative Coordinator (25%), as Project/Event Assistant (15%), and as Budget Assistant (10%). The candidate should have a strong technology background in or aptitude to quickly learn project management and web software, Microsoft and MS Teams, Qualtrics, Confluence and Sharepoint.
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.
Communications Specialist: As the Communication Specialist, this individual will initiate and maintain Research, Faculty, Education and affiliates web pages and portal sites. This position will need to assist affiliates with developing their web pages and wiki pages for the program/academic/faculty content. Will design and maintain content including Training Grants, Faculty and Post-Doctoral efforts and other sites as developed. Assist faculty with research navigation and host focused webinars to support research topics. Willing to learn Confluence, Drupal and SharePoint software. Strong communications background with both oral and written skills desired.
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; take accurate meeting notes, proofread, edit, and track correspondence; maintain confidentiality of materials. Manage calendars of associate/vice deans as requested. Must be familiar with Microsoft Office applications including Outlook calendar and email, able to coordinate Doodle Polls for meetings, and familiar with Zoom. This individual will have the opportunity to administratively support the school's Faculty and Research leadership committees.
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.
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.
High School Diploma/GED required. Bachelor's degree strongly preferred. Strong written and oral communication skills required. Five years related experience required. Additional education may substitute for some experience. Must demonstrate ability to effectively work on teams with people from diverse backgrounds and must be highly organized.
NOTE: The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Bloomberg School of Public Health & School of Nursing Divisional HR Office at 410-955-3006. For TTY users, call via Maryland Relay or dial 711.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in thepre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
Classified Title: Sr. Administrative Coordinator Working Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $19.82 - $27.26/ 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.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
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.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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