Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted date
Oct 19, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Full Time

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 70 faculty and 10 staff the Program offers a number of academic programs as well as being active in both research and practice. We are seeking aSenior Administrative Coordinator who provides 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:

  • Organize meetings, help develop meeting agendas and prepare meeting materials.
  • Manage task files and follow up on activities and projects, staying informed regarding all ongoing projects for the Director.
  • Administratively support the Director of the Heath Systems Program (HSP) including: scheduling appointments for the Director, anticipating and resolving schedule conflicts, arranging travel, and serving as point of contact for the Director’s office.
  • 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.
  • Exercise a high level of independent judgment in triaging requests and resolving issues for a variety of constituencies.
  • Effectively communicate with the Health Systems Academic Leadership Team (HSALT) (including participating in meetings and taking minutes), administrative leaders, faculty, students, and other staff, on behalf of the Director.
  • Manage inventory of office supplies.
  • As the procurement cardholder compile supply and other item requests and place orders utilizing cost-effective methods.
  • Monitor receipt of items and organize invoices and reimbursements for payment and budgetreconciliation.
  • Maintain confidential databases and shared files, email listservs, as well as the Health SystemsProgram events calendar.
  • Manage large and small scale event planning, (such as student orientation, faculty and staff meetings, special seminars) including issuing invitations, tracking acceptances, managing conference line, and making catering orders.
  • Document, and as necessary update standard office processes and procedures.
  • Represent HSP in internal (JHU) and external relationships with professionalism and diplomacy.
  • Handle special projects and other duties as required.

Minimum Qualifications (Mandatory):

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

Preferred Qualifications:

  • Bachelors Degree preferred.
  • Experience in SAP preferred.

Special Knowledge, Skills & 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.*

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

one year of 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.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $19.82 - $27.27/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 40hrs
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.

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 or because the individual is pregnant or attempting to become pregnant. 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 which campus you will work. 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.

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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