Sr. Administrative Coordinator

The Health Systems Program, located within the Department of International Health, works to design systems and implement equitable and cost-effective strategies for delivering health care and health promotion interventions to disadvantaged and underserved communities in the U.S. and abroad. Comprised of approximately 50 faculty and 20 staff the Program offers a number of academic programs as well as being active in both research and practice. We are seeking a Senior Administrative Coordinator who will provide both 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.

Specific Duties & Responsibilities:

• Provideadministrative support to the Director for the Center for Humanitarian Health (CHH) as well as managing complex administrative processes to support the operations of the Program, and interacting with students, faculty and guests.
• Provide daily administrative support to the Director of the CHH including scheduling appointments, anticipate and resolve schedule conflicts in a timely manner, organize travel arrangements, and serve as point of contact for the Director’s office.
• Organize Center related meetings, help develop meeting agendas, prepare meeting materials, and take/distribute minutes accordingly.
• Manage task files and follow up on CHH activities and projects, staying informed regarding all on-going projects/reports/publications for the Director and CHH Faculty.
• Exercise a high level of independent judgment in triaging requests and resolving issues for a variety of constituencies. Effectively communicate with the administrative leaders, faculty, students, advisory committee, and other staff, on behalf of the Director.
• Maintain confidential databases and shared files, email listservs, as well as the Health Systems Program events calendar.
• Work closely with the Center’s Advisory Committee including arranging meetings, organize quarterly newsletters, communicating with committee members, and other duties as assigned.
• Assist with Faculty searches, appointments, promotions, and evaluations, including meeting scheduling, making room reservations, setting up guest itineraries, composing memorandum for internal distribution, and supporting travel arrangements.
• Manage large- and small-scale event planning, (such as student orientation, faculty and staff meetings, special seminars) including issuing invitations, tracking acceptances, managing a conference line, making catering orders, support social media.
• Document, and as necessary update, standard office processes and procedures.
• Represent CHH in internal (JHU) and external relationships with professionalism and diplomacy.
• Provide support to various courses taught by CHH faculty including Health Emergencies in Large Populations (HELP) course with application process.
• Organize CHH issuance of humanitarian health certificates.
• Handle all reimbursements on behalf of the Center.
• Support the Center’s communications and social media including website, newsletter, Facebook, Twitter, and LinkedIn sites.
• Handle special projects and perform miscellaneous related duties as required.

Minimum Qualifications (Mandatory):

• High School diploma or GED.
• Five (5) 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.
• Proficient in updating websites, social media, and newsletters (such as MailChimp).
• 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.

Classified Title:Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Hourly Pay Rate Range:$19.82 - $27.27/hr (commensurate with experience)
Employee group: Full Time
Schedule:Monday - Friday
Exempt Status: Non-Exempt
Location:​​​​​​​School of Public Health
Department name: ​​​​​​​Health Systems
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.

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