Sr. Administrative Coordinator

The Department of Mental Health is seeking a Senior Administrative Coordinator who will provide administrative support to department Chair, faculty and administrative staff, including special projects and department events, website maintenance and coordination with communications staff, coordination with Dean’s office, faculty appointments and promotions, chair’s office workflow, scheduling, correspondence, manuscripts, grant proposals, and records control. Serve as primary back-up to the Academic Coordinator. Coordinate and provide administrative support to all aspects of the Summer Institute. May perform duties of a sensitive and confidential nature.

Specific Duties & Responsibilities:

• Writes letters and memoranda for internal/external communication as assigned by Chair.
• Designates necessary action to be taken, deadlines and follow-up.
• Initiates and handles process for faculty recruitment and promotion appointments.
• Creates and maintains files and correspondence for faculty appointments and annual reviews.
• Organizes and takes minutes at faculty meetings.
• Maintains Chair’s calendar, schedules appointments and meeting rooms.
• Coordinates travel and accommodation arrangements for the chair.
• Prepares financial reimbursements, i.e., travel advance, reimbursements, supplies, honorarium, etc. Serves as liaison for faculty, fellows, students and staff in the department. Prepares and supervises preparation of correspondence, manuscripts and reports.
• Establishes and implements systems and procedures for the orderly function of Administrative office. Coordinates Mental Health Summer Institute involving multiple faculty and hundreds of students. Updates and maintains department website and departmental database used for prospective students, training grants, donors, alumni and Summer Institute participants. Completes various request forms for office supplies and equipment as directed.
• Coordinates special projects and events, office activities and committee meetings.
• Locates and compiles information and formats reports, graphs, tables, records and other sources of information.
• Assembles and categorizes facts and figures for written computation and calculations.
• Uses various software applications, such as spreadsheets, relational databases and graphics packages to assembly, manipulate and/or format data and/or reports.
• Manages and maintains confidential records through filing, retrieval, retention, storage, compilation, coding, updating and destruction. Picks up and delivers materials as required, including for department events. Receives and screens incoming calls/mail. Serves as liaison between Chair and Dean’s office, including multiple facets of school-level activities.

Minimum Qualifications (Mandatory):

• High School Diploma or 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:

• Some college preferred.
• Experience working with various software applications required.

Special Knowledge, Skills & Abilities:

• Ability to manage multiple projects simultaneously, to develop and maintain relationships with faculty, staff, students, and guests as a reflection of the Chair’s office, manage electronic documents on Dropbox, MS Teams, OneDrive, and other systems; superior quantitative skills, knowledge of Excel, Microsoft Word; Microsoft Outlook; Microsoft Access a plus.

JHU Equivalency Formula:  30 undergraduate degree credits (semester hours) or 18 graduate degree credits 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: $20.02 - $27.51/hr (commensurate with experience)
Employee group: Full Time
Schedule: 40hrs; Mon-Fri
Exempt Status: Non-Exempt
Location: ​​​​​​​School of Public Health
Department name: ​​​​​​​Mental Health Administration
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 at jhurecruitment@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. 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.

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