Sr. Administrative Coordinator - 117620

Requisition ID: 117620

Sr. Administrative Coordinator

We are seeking a Sr. Administrative Coordinator who will work closely with the position’s supervisor, the Director of the Gender Equity Unit (who also serves as an Associate Professor) in the Department of Health, Behavior and Society, to lead special projects as well as day-to-day administrative operations of the Unit. Responsibilities are heavily focused on interaction with key stakeholders from various high-level collaborators and partners from 25 countries. This position requires varied, high level administrative expertise. Project assignments require considerable research, initiative, independent discretion, as well as familiarity with the operations of the Unit, department, school, and university.

Specific Duties & Responsibilities

• Provide comprehensive administrative support, including scheduling and calendarizing, organizing calls and activities with internal and external (to JHU) partners, support for travel and reimbursements, and submission of manuscripts and reports.
• Write, draft, and edit necessary correspondence related to the project, including involving responding to requests, inquiries, and disseminating information to faculty, staff, and students as well external colleagues.
• Compile and document any information necessary in preparation for meetings, including scheduling, soliciting agenda items, making venue reservations, setting up guest itineraries as required, composing memos for internal distribution, and supporting travel arrangements.
• Maintain and organize all related documents and folders for the project faculty and staff. Maintain confidential databases and shared files. Take notes and file documents from team meetings.
• Manage small- and large-scale event planning (such as work planning meetings, regional trainings) including issuing invitations, tracking acceptances, managing remote access, and placing catering orders.
• Keep track of mailing lists.
• Track paperwork and payments for all vendors, consultants, and subcontractors in collaboration with the Department’s budget and finance staff.
• Cooperate with various university offices, particularly Student Affairs, HR, and IT regarding the Unit’s operations.
• Be responsible for ad hoc Unit initiatives and researching best practices, developing programs, and ensuring the necessary support for these along with recurring initiatives (e.g., annual reports, team retreats).
• The Unit’s Director produces a significant volume of correspondence that requires taking initiative to know current issues, people, and events and being able to have a comprehensive understanding at a level that allows critical thinking necessary to ensure accurate communication.
• Be responsible for understanding and following international faculty and student visitor policies and initiating visa requests.
• Monitor Unit’s office workflow, assign projects, develop documentation of policies and office procedures as part of continuous improvement emphasis in Unit operations.
• In collaboration with the departmental administrator, be responsible for efficient office management including office space and equipment, purchasing of office and meeting supplies, managing IT needs, copiers, computers, printers, audio-visual equipment.
• Represent the JHU team in internal and external relationships with professionalism and diplomacy.
• Other activities as required by the project.
  
  
  

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 with Microsoft Office software (Word, Excel, PowerPoint, Outlook, Teams, Planner).
• Professional communication skills.
  
  
  

Special Knowledge, Skills, And Abilities

• Highly motivated self-starter and team player 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.
• Adept in effectively communicating through strong oral and writing skills. Experienced in writing and editing professional letters, reports, and documents.
• 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.
  
  
  

Classified Title: Sr. Administrative Coordinator

Role/Level/Range: ATO 37.5/03/OF

Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.)

Employee group: Full Time

Schedule: Monday to Friday: 9:00am – 5:00pm

FLSA Status: Non-Exempt

Location: Hybrid/School of Public Health

Department name: HBS - Faculty Centers & Academic Program

Personnel area: School of Public Health

Total Rewards

The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency

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 Completing Studies

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.

Background Checks

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.

Diversity and Inclusion

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU 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

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 at jhurecruitment@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 visit https://accessibility.jhu.edu/.

Vaccine Requirements

Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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 upon 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.

Hybrid: On-site 1-2 days a week