Classified Title: [[Administrative Coordinator]] Role/Level/Range: ATO 40/E/02/OE Starting Hourly Pay Rate Range: [[$17.25 - $23.72]] Employee group: Full Time Schedule: [[Monday - Friday, 8:30a - 5:00p / 40 hrs per week]] Exempt Status: Non-Exempt Location: 05-MD:School of Public Health Department name: 10001022-Health Security Personnel area: Johns Hopkins University
The Administrative Coordinator will provide high-level administrative support in a fast-paced work environment primarily based in the Johns Hopkins Center for Health Security (www.centerforhealthsecurity.org). The primary mission of the Johns Hopkins Center for Health Security is to protect people's health from the consequences of epidemics and disasters and to make communities more resilient to major challenges.
In conjunction with other Center administrative staff, the Administrative Coordinator will provide general administrative support to all Center staff to include executive officers, senior scholars, analysts, Administrator, Director of Publications, Director of Events, Information Technology Director, and the Director of Communications.
Duties include coordinating and performing administrative duties for several collaborating faculty members, providing confidential secretarial support, arranging conference and travel logistics, and assisting with various project activities including support for coordination of the large Emerging Leaders in Biosecurity Initiative program.
Specific Duties & Responsibilities
Provide scheduling support - manage daily schedules including calendar management. Organize and schedule meetings and conference calls with key faculty and staff. Schedule conference rooms and computer/AV equipment. Act as liaison to institutions/organizations including coordination of on and off campus meetings and conferences. Accurately create, prepare, and disseminate memos, letters, and emails as well as maintaining contact and email lists. Maintain and seek to continually enhance appropriate filing systems. Locate and compile administrative information (i.e. grant information, IRB submissions). Copy materials and send/receive facsimiles as requested.
Purchasing/Financial Transaction Support - Prepare forms and obtain proper authorization for supplies. Prepare travel reimbursements for faculty. Ensure expenses post to correct project/account. Maintain accurate and current record of inventory and supplies, monitor supplies and materials.
Travel- Anticipate faculty needs for travel and conferences. Make all travel arrangements and monitor changes.
Meeting/Conference Support- Coordinate meeting logistics for in person meetings the faculty will host/lead in Baltimore by coordinating travel arrangements of meeting participants and hotel, meeting room, and catering logistics. Send invitations, collect RSVPs, and send thank you notes for attendees.
Document management - Edit, format, and review conference papers, reports, or other documents as requested in support of ongoing project work using MS Word, MS PowerPoint, and MS Excel. Format MS PowerPoint presentations the faculty use for public presentations. Coordinate and organize project and/or meeting binders in paper and electronic forms, including duplication and mailings. Assist with maintaining large rosters of contacts for various projects.
Emerging Leaders in Biosecurity Initiative/Project and Meeting Support – Support faculty with communications to active participants (ELBI fellows) via maintenance of contact information, sending of invitations to events, coordinating travel, collecting RSVPs, compiling meeting materials, and sending thank you notes for ELBI events. Assist Project Leader with collection and organization of new applicant materials and meeting materials. Assist Project Leader with compilation of annual report (yearbook).
High School Diploma/GED. 3 years related experience.
Additional education may substitute for required experience, to the extent permitted by the 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.
Bachelor's Degree preferred; must be comfortable working with deadlines and under pressure.
Must be comfortable working with a variety of communication styles and manage executive calendars that are busy and change often. Excellent attendance history. Demonstrated ability to work productively and independently and as part of a team.
JHU SAP experience preferred: travel reimbursement, check requests, and shopping cart system.
Must have demonstrable experience in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
Special Knowledge, Skills, and Abilities
Excellent time management skills and experience managing multiple projects/tasks with conflicting deadlines. Must have well developed organizational skills, advanced communication skills, and excellent problem-solving skills.
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 firstname.lastname@example.org. 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.
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