Sr. Administrative Coordinator

Classified title: Sr. Administrative Coordinator

Role/Level/Range: ATO-3-OF

Starting Salary Range: Commensurate With Experience

Employee group: Full-Time

Employee subgroup (FLSA Status): Non-Exempt

Schedule (hours/days): 8:30 am to 5:00 pm

Personnel area (School): Academic and Business Centers

Position Type: Replacement

Org unit name and #: Jhpiego

Department name: Global Engagement and Communications

Reports to (Job title): Vice President

General summary/purpose:

Sr. Administrative Coordinator performs a variety of high-level, confidential, professional and administrative functions in support of the Vice President, Global Engagement and Communications (GECO). This includes conserving the Vice President’s time and focus, promoting the organization’s image by representing the Vice President internally and externally and ensuring appropriate communication between the Vice President, key internal and external executives, field operations, and employees.Additionally, the Sr. Administrative Coordinator provides administrative support for various functions carried out by the members of the GECO management team.

Responsibilities:

• Manages VP’s day-to-day activities including calendar management, arranging conference calls and meetings, compiling and disseminating meeting background information and ensuring effective time management
• Arranges all local, domestic and international travel, including managing travel agendas and materials, preparing expense reports for reimbursements, reconciling expenses and keeping up-to-date with Jhpiego policies for travel and business-related activities
• Establishes appointment priorities and sets up appointments as appropriate
• Reviews incoming invitations to determine importance and routing
• Reviews, analyzes and culls all incoming material and data and summarizes the content to brief the VP regarding important issues or conflicts as they arise
• Manages and processes contracts/consultancy agreements for the department
• Supervises and trains one direct report and two joint reports
• Locates, assembles and prepares oral and written presentation material using multiple data sources including designing and produces articles, multimedia presentations, charts, reports, invitations, announcements, etc.
• Requests information and actions on behalf of VP and ensure that these requests are fulfilled efficiently and effectively
• Composes complex correspondence requiring understanding of Jhpiego’s mission, priorities and VP’s role
• Manages high-level relationships with internal and external global and domestic partners
• In VP’s absence ensures that requests for action or information are relayed to appropriate staff members
• Handles appropriately confidential, sensitive and proprietary information
• Performs varied secretarial duties requiring knowledge of office routines and an understanding of the organization’s programs, priorities and, procedures related to the work of the office
• Makes improvements in office routines and procedures to increase effectiveness and efficiency
• Manages GECO internship program including recruitment and mentoring of GECO interns
• Maintains an efficient and effective filing system for all contact information and correspondence
• Manages department procurement and travel credit cards
• Works closely with Finance Administrators to manage the departmental budget; performs monthly reconciliation of department expenditures
• Assist with organizing GECO-related events, conferences and meetings including presentations and meals
• Maintains office supplies and equipment
• Other duties as assigned

Minimum qualifications (mandatory):

• 5+ years' experience providing administrative support at the executive level
• Bachelor’s degree preferred
• Experience working on a wide variety of special projects and special assignments
• Highly motivated, goal oriented and self-starter with ability to maintain high level of professionalism and confidentiality in fast paced environment
• Demonstrated ability to be proactive and work with little direction
• Highly organized with keen attention to detail and ability to prioritize multiple responsibilities
• Strong service orientation and ability to work collaboratively with both peers and senior level staff
• Knowledge of international public health issues preferred
• Ability to interact with staff in a fast-paced environment, remaining flexible, proactive, resourceful and efficient
• Strong oral and written communication skills
• Aware of and sensitive to working in multiple socio-economic settings and with multi-cultural groups in a developing country environment
• Proficiency in MS Office with particular expertise in the use of presentation software
• Experience with SAP or similar program
• Ability to use technology to create administrative efficiencies and an interest in staying technically current and mastering new software or university on-line systems
• Ability to travel internationally