Sr. Administrative Coordinator

Location
Maryland, United States
Salary
Salary Not Specified
Posted
Sep 29, 2020
Employment Level
Administrative
Employment Type
Full Time
General Summary/Purpose:

The Global Disease Epidemiology and Control Program (GDEC) & Social and Behavioral Interventions Program (SBI) in the Department of International Health are currently seeking an Sr. Administrative Coordinator to work in a fast-paced environment. This position will assist the Program Directors and Finance Staff as well as provide administrative support to program faculty and students.Responsible for administrative operations of the Programs, including, but not limited to, office and administrative support, scheduling appointments and meetings, purchasing and procurement, SAP transaction processing, processing of extensive international travel, communications support, contract administration, event coordination and project management support.

Specific Duties/Responsibilities:

  • Provides administrative support to the Program Directors including maintaining a conflict-free calendar of meetings and appointments.
  • Responsible for meeting arrangements including scheduling conference rooms, arranging for food, set up and preparation, prepare and edit general correspondence and agendas.
  • Take and maintain minutes for meetings as required.
  • Assist with faculty searches (including advertising, scheduling interviews, etc. using Portfolio).
  • Maintain faculty and student lists and databases.
  • Assist with course materials.
  • Upload course materials to course websites (CoursePlus, BlackBoard, etc).
  • Manage waiting lists for courses. Maintain publication lists, download publications.
  • Assist with printing posters. Copy and scan various materials.
  • Coordinate and manage domestic and international travel and hotel arrangements for faculty, staff, and visiting speakers.
  • Process travel expense reimbursements through SAP Concur for faculty, staff, students, and non-employees.
  • Uses SAP Shopping Cart for supply orders and lab purchases.
  • Work with vendors to create PaymentWorks account.
  • Process payments for vendors and contractors.
  • Pay incoming invoices using the on-line payment in SAP for faculty, staff and students.
  • Responsible for divisional Procurement card, reconcile and allocate expenses for P-Card for approval.
  • Submit and track facilities help calls and telephone service requests.
  • Coordinate copying and scanning setup.
  • Order and maintain office and kitchen supplies and anticipates needs.
  • Update mailboxes and sort incoming and outgoing mail for faculty and staff.
  • Maintain and organize divisional room keys.
  • Establish and maintain an organized filing system
  • Organize and reconcile FedEx shipments.
  • Processes monthly invoices for payment
  • Create/revise/implement systems or procedures as necessary to improve workflow and efficiency.
  • Perform other duties as required.
Minimum Qualifications:

  • High School Diploma or GED required.
  • Five (5) years of progressively responsible related administrative experience required.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) may substitute for required experience. 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.

Special Knowledge, Skills, and Abilities:

  • Experience in administrative support in an office setting including calendars, travel arrangements, maintaining filing systems, working with confidential materials.
  • Excellent typing and accuracy skills.
  • Proficient with Microsoft Word, Microsoft Excel, Outlook, and PowerPoint.
  • Strong computer literacy skills and ability to learn new software.
  • Exceptional oral, written, and interpersonal communication skills to interact with a wide range of internal and external contacts.
  • Knowledge of SAP and Concur helpful.
  • Ability to take initiative and exercise independent judgment to resolve administrative problems.
  • Excellent organizational skills with attention to detail; strong interpersonal skills and ability to work as part of a team.
  • Ability to work in a dynamic fast-paced environment and respond quickly to changing priorities.
  • Proven ability to multi-task, prioritize projects and adhere to deadlines.
  • Ability to work effectively with faculty, staff, and students from a variety of diverse backgrounds.
Classified title: Sr. Administrative Coordinator

Working title: Sr. Administrative Coordinator

Role/Level/Range: ATO 40/E/03/OF

Starting Salary Range: $19.82– $27.27 (commensurate with experience)

Employee group: Full time

Employee Status: Non-Exempt

Schedule: Monday-Friday 8:30a.m.-5:00p.m. 40hrs/Wk - Position will be working remotely until the University resumes normal operations

Location: E5527 - 615 N. Wolfe Street, Baltimore, MD – East Baltimore

Department name:10001140-Global Disease Epidemiology and Control - Department of International Health

Personnel area (School): BSPH – Bloomberg 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 atjhurecruitment@jhu.edu. 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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

School of Public Health - East Baltimore Campus


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 jhurecruitment@jhu.edu. 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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

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