Sr. Administrative Coordinator

The Department of Population, Family and Reproductive Health is seeking aSenior Administrative Coordinator who works largely independently to perform a range of administrative tasks for the Chair and the Department’s constituents (e.g., faculty, students, staff, alumni, donors, community, professional colleagues, research and practice sponsors). This on campus position works closely with and under the supervision of the Administrative Specialist to ensure efficient operations for the Department.

The position is responsible for event planning, general administrative support, department faculty support, and facilities management. The Senior Administrative Coordinator must be able to focus amidst frequent interruptions and must be able to prioritize multiple projects and competing deadlines in this fast-paced office. This position serves as the first point of contact for visitors to the Department and will uphold values of the department and school with a professional customer service orientation.

Specific Duties & Responsibilities:

Event and Visitor Planning (40%):

• Coordinate departmental weekly seminars including advertising; room scheduling; speaker communications; food orders; stakeholder coordination; reimbursements; invitations and hybrid hosting (remote and in-person).
• Plan, coordinate, and/or assist with departmental events (e.g., back to school, holiday party, honorary lectureships, graduation party and others), including secure appropriate venue; work with caterer to plan menu within budget and dietary restrictions in mind; circulate announcements/invitations to the event; manage RSVP. Assist with venue set-up and/or clean-up as appropriate. This position will attend the SET meetings and will be responsible for attending each event to setup, staff and close each event.This may require hours outside the standard JHU work week.
• Coordinate itineraries for guests as well as guest reimbursements and honoraria.
• Provide administrative support for official department visitors (faculty candidates or other) including: travel arrangements, arranging for catering during the official visit, securing locations for job seminars, recording and disseminating seminar lectures; advertising events on appropriate listservs.

General Administrative Support (35%):

• Admin support for the chair (calendar, travel, donors’ letters, holiday cards and other as required)
• Assist the Administrative Specialist with faculty searches, communications, and other requests
• Occasional administrative support for the Department Administrator
• Provide general administrative assistance to faculty in support of coordinating grant submissions or other academic or administrative tasks
• Sort and distribute incoming mail daily and packages
• Oversee and maintain department printers (e.g., place orders for toner and paper and place service requests).
• Email and/or post announcements and other communications to relevant members of the department
• Maintain departmental conferences room schedules
• Maintain inventory of office supplies
• Maintain various logs for cost transfers (postage, parking, copying)
• Maintain departmental records (paper and electronic) as appropriate
• Maintain departmental list-servs, phone and email directory, and mailboxes
• Organize and maintain departmental common spaces (copier areas, storage areas, conference rooms)

Front Desk/Department Reception (10%):

• Serve as first point of contact for all visitors to Chair’s office
• Answer main department telephone and respond to website inquiries
• Triage or directly manage requests from faculty, staff, students, and general public

Procurement Transactions (10%):

• Process events and catering expenses via SAP, ensuring that proper documentation for all expenditures is submitted immediately upon execution of the request/submission
• Initiate online payment or reimbursement requests with attention to accuracy in data entry; monitor workflow through to final approval and release by Accounts Payable
• Independently review vendor invoices prior to initiating online payment request transaction
• Initiate shopping carts and manage purchase orders, including completing goods receipts as required and/or resolving PO-related discrepancies

Facilities Management (5%):

• Maintain inventory of departmental office keys including current and accurate lists of keys and key holders; order new keys as necessary
• Coordinate facilities, maintenance, and environmental services for departmental spaces
• Coordinate recycling requests (furniture, electronic, or “regular” recycling)
• Under the direction of the Administrator, coordinate details for office moves
• Initiate telecommunications service requests

Minimum Qualifications (Mandatory):

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

Preferred Qualifications:

• Previous work in an academic/higher education setting. Bachelor’s degree preferred.
• Knowledge of JHU as an enterprise.
• Previous experience with SAP.

Special Knowledge, Skills & Abilities:

• Proficiency in MS Office suite, email, internet and electronic calendaring systems.
• Excellent organizational skills with keen attention to detail and the ability to prioritize multiple responsibilities
• Ability to maintain confidential information
• Ability to work independently and as part of a team
• Excellent written and oral communication skills
• Professional in-person, email and phone demeanor in interactions both internal and external to the department
• Customer-oriented approach

Physical Requirements:

• Lifting and bending as associated with an administrative position (moving supplies, files, etc. for events and office organization).

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 the 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.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $19.82 - $27.26/hr (commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday 9 a.m. - 5 p.m.
Exempt Status: Non-Exempt
Location: ​​​​​​​School of Public Health
Department name: ​​​​​​​PFRH Chairmans Office
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.

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