Sr. Administrative Coordinator

Location
Maryland, United States
Salary
Salary Not Specified
Posted
Jun 09, 2021
Employment Level
Administrative
Employment Type
Full Time

General Summary/Purpose:

The Human Nutrition Program, located within the Department of International Health works to advance population health from the global to local level through teaching, research, and practice that promotes better nutrition, health equity, and thriving communities. Comprised of approximately 30 faculty and staff the Program offers a number of academic programs as well as being active in both research in practice overseas and in the US. The Senior Administrative Coordinator both provides administrative support to the Director as well as managing complex administrative processes to support the operations of the Program, and interacting with students, faculty and guests. Given how visible and outward looking this position is, the role requires tact, and strong interpersonal and communication skills. As well a good understanding of the purpose and goals of the Director’s role, function and priorities.

Specific Duties and Responsibilities:

  • Provide comprehensive administrative support to the Human Nutrition Program (HNP) Director including scheduling and calendaring, organizing calls with outside partners and agencies, support for travel, and submission of manuscripts and grants. Strive to improve efficiency and executive functions of the Directors office and running of the Program.
  • Independently initiate writing, drafting and editing of necessary correspondence related to the HNP, including takes on responsibilities involving responding to requests, inquiries and disseminating information to faculty, staff and students as well external colleagues.
  • Compile document any information necessary in preparation of meetings and conferences including meeting scheduling, making room reservations, setting up guest itineraries, composing memorandum for internal distribution, and supporting travel arrangements.
  • Assist with Faculty searches, appointments, promotions and evaluations, including help prepare and compile packages for faculty promotions and hires in coordination with the department administrative leadership. Maintain electronic and paper filing systems to ensure prompt and accurate retrieval of such documents.
  • Generally, maintain and organize all HN related documents and folders on MS Teams for the program faculty and staff. Maintain confidential databases and shared files, email listservs.
  • Exercise a high level of independent judgment in triaging requests and resolving issues for a variety of constituencies. Effectively communicate with the Program academic leadership, administrative leaders, faculty, students, and other staff, on behalf of the Director. Communicate with departmental administration on behalf of the HNP.
  • Support the scheduling and dissemination for the HN seminar series (including announcements, flyers, travel arrangements for guests speakers, lunch other), faculty meetings (including scheduling and taking meeting notes and dissemination).
  • Manage large and small scale event planning, (such as student orientation, holiday events, special lectures) including issuing invitations, tracking acceptances, managing a conference line, and making catering orders.
  • Represent HNP in internal (JHU) and external relationships with professionalism and diplomacy.
  • Handle special projects and other duties as required.

Minimum Qualifications (mandatory):

  • High School diploma/GED.
  • Five years progressively responsible administrative experience.
  • Additional education may substitute for experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications:

  • Bachelor’s degree.

Special Knowledge, Skills, and Abilities:

  • Highly motivated self-starter with the ability to apply planning and project management skills to a range of program and administrative work/situations as needed with efficiency. Perform duties without direct supervision or guidance on a regular basis.
  • Ability to work in a fast-paced, collaborative environment while staying flexible to changing priorities. Respond to requests and urgent matters quickly and creatively.
  • Possess excellent organizational skills and attention to detail to track and/or manage various projects and priorities while maintaining a high degree of accuracy and prioritizing workflow.
  • Proficient in upholding a high level of confidentiality through adherence to established protocols and guidelines.
  • Adept in effectively communicating through strong oral and writing skills. Experienced in writing and editing professional letters, reports, and documents.
  • Demonstrate excellent customer service with the ability to diffuse difficult situations involving internal and external customers.
  • Fluency with Microsoft Office (Word, Excel, Power Point, Outlook), SAP (preferred), and skilled in online research. Ability to use technology to create administrative efficiencies and interest in staying technically current and mastering new software and university online systems.

*In addition to your resume, please include a cover letter with your application*

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
Employee group: Full Time
Schedule: Monday - Friday, 40 hrs
Exempt Status: Non-Exempt
Location: 05-MD:School of Public Health
Department name: 10001139-Human Nutrition
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 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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