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Sr. Administrative Coordinator

Employer: Johns Hopkins University
Location: Maryland, United States
Salary: Salary Not Specified
Date posted: Jun 1, 2023

Position Type: Administrative, Business & Administrative Affairs, Business & Administrative Support, Public Relations & Marketing (Campus), Editing & Publications Management
Employment Level: Administrative
Employment Type: Full Time

The Office of External Affairs encompasses three teams: 1) Communications and Marketing; 2) Development and Alumni Relations and 3) Finance and Administration.

The Finance and Administration team provides business operations support and includes administrative, finance, development and special events staff who work collaboratively with colleagues in Communications and Marketing and Development and Alumni Relations.

As the #1 school of public health in the country and the oldest independent, degree-granting school of public health in the world, the Bloomberg School of Public Health offers unparalleled opportunities for mission-driven creative work at the highest levels.

General Summary/Purpose Statement:

Reporting directly to the Financial Manager, this position provides complex administrative support to the Associate Dean for Communications and Marketing and works closely with staff on the Communications and Marketing (C+M) team. The award-winning Communications and Marketing team supports the School and its community by serving as a go-to trusted source of public health information for a broad audience and by compelling prospective students, faculty, donors, and partners to participate in that mission. The School's publishing spans website, magazine, podcast, email and social media channels; Global Health NOW, press releases, earned media, and other channels with the goal of sharing and translating the School’s most impactful work and the power of public health to a broad audience.

Specific Duties and Responsibilities:

Associate Dean and Team Support
Proactively manage the Associate Dean’s electronic calendar for meetings by responding to incoming and outgoing invitations, exercising independent judgement, and making independent decisions based on an understanding of projects and priorities, realigning the Associate Dean’s calendar as priorities change.
Resolve issues and prioritize items which require the Associate Dean’s immediate attention.
Regularly handle highly confidential materials, both in writing and with sensitive conversations that often require independent judgment and action.
Collect, collate, and summarize materials for the Associate Dean's use in a variety of settings.
Compose correspondence to be sent under the Associate Dean’s signature.
Coordinate complicated meetings and/or luncheons with internal and external stakeholders and the communications and marketing team, faculty, staff, and students, which includes reserving rooms, catering, requesting audio/visual equipment, and assisting with agendas and programming
Work with C+M staff to hire freelance contractors which includes contacting the contractors to obtain and forward signed independent contractor agreements to appropriate parties for signature and processing. Manage workflow for other contractual agreements including submitting for signature. Track progress and follow up on non-responses as needed.
Work with Budget Analyst to set up new vendors in the financial system and submit invoices for processing.
Manage department purchasing card. Use the card to make purchases including but not limited to conference fees & registrations, award entries, advertisements, and business supplies. Reconcile charges monthly, including compiling and submitting receipts and other supporting documentation, and properly allocating expenses.
Submit travel and business expense reimbursements in Concur.
Coordinate IT, facilities, housekeeping, and multimedia help tickets for C+M projects and meetings.
Maintain, request and compile mailing lists for the Hopkins Bloomberg Public Health magazine and other mailings utilizing both the subscriber database and the JHAS system.
Manage the delivery and distribution of the Hopkins Bloomberg Public Health magazine throughout the School, ensuring magazine racks in all buildings are regularly stocked and that copies are distributed to Hopkins affiliates such as the Homewood campus.
Provide support to communications and marketing projects as assigned. This support could include web content entry, social media, video production, photography production, analytics and other such tasks.
Proactively manage special projects involving the Associate Dean or the C+M team, including conducting research in preparation for meetings, distributing agendas, meeting materials and minutes, serving as a team member or lead on some special projects and events, drafting presentations and other materials using PowerPoint, Excel or other software.
Ensure the after-hours C+M voicemail contact is updated when needed.
Represent the Associate Dean with the University, School, organizations, agencies, and groups.
Work with the Finance and Administration team on special projects as necessary.
Apply discretion and diplomacy while working with sensitive or confidential information to advance the priorities of the Associate Dean, in coordination with various teams and stakeholders.

Internal Communications:

Serve on the core production team that produces the School’s internal bi-weekly newsletter,
The SPHeed Read, serving as lead for reviewing, compiling, editing, and coordinating Schoolwide and University submissions.
Serve as lead point of contact for the School’s network-wide communications inbox, including listserv moderation, providing timely responses and guidance to communications associates and other individuals’ requests.
Serve as a backup for School, its research and spokespeople to generate the School’s “In the News” daily morning report. generating and distributing the School’s “In the News” daily morning report, which tracks and disseminates media placements about the School, its research and spokespeople to faculty, students, and staff.
Proactively suggest and make updates to the School’s MyJHSPH (SharePoint intranet) pages for faculty, staff, and students, based on monthly audits for accuracy and completeness
Assist on event calendar approvals, digital signage copy, or other internal communications needs as requested.

Minimum Qualifications

High School Diploma or graduation equivalent
Five years progressively responsible administrative experience
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula

Preferred Qualifications

Bachelor’s degree
Experience supporting leadership and finance tasks
Experience and/or interest in communications and marketing

Classified Title: Sr. Administrative Coordinator
Working Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: 17.95-25.30-32.60/hr (commensurate upon experience)
Employee group: Full Time
Schedule: Monday to Friday: 8:30 am – 5:00 pm
Exempt Status: Non-Exempt
Location: School of Public Health - East Baltimore Campus
Department name: 10001027-Assoc Dean for External Affairs Off of
Personnel area: School of Public Health

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, theJHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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

Accommodation Information

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 Talent Acquisition Office atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visitaccessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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.

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

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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