The Sr. Administrative Coordinator provides support to the Bill & Melinda Gates Institute for Population and Reproductive Health at the Johns Hopkins School of Public Health. This includes immediate support of the Director of the Institute, and Principle Investigator for the main Anchor Grant Projects, Jose Oying Rimon II, and the Senior Program Officer II, Kellie Welborn. Will provide assistance with a wide range of external and internal high-level professionals. Will deal regularly with highly sensitive, privileged and confidential subject matter.
The Bill & Melinda Gates Institute for Population and Reproductive Health (GI) is an academic-based institution focusing on family planning, reproductive health and population issues in the developing world. This position is a full-time position based at the Johns Hopkins Bloomberg School of Public Health, Baltimore, MD. For information about GI, please visit www.gatesinstitute.org
The projects that the Sr. Administrative Coordinator will support are:
Anchor Grant, which aims to fill critical gaps in knowledge and generate new evidence to address questions that drive social change by pioneering research innovations and improving research methodologies. This program also plans and runs the biannual International Conference on Family Planning.
Performance and Monitoring for Action (PMA), a project grounded in an innovative mobile-based resident enumerator infrastructure that enables timelier and more accurate reporting of performance.
Advance Family Planning (AFP), advocacy to implement country and subnational-level changes.
The Challenge Initiative (TCI), a business unusual global urban reproductive health program.
Administrative Support of the Institute Director and Principle Investigator and Senior Program Officer II:
Assist with daily calendars by scheduling external and internal high-level meetings on behalf the Institute Director and Senior Program Officer II, including compilation and prep of materials, confirmation of meeting details, assisting with communication and other details as needed, and prioritizing meeting requests and response times.
Make travel arrangements and produce materials for individual and group meetings and trips (international and national) which include booking hotels and transportation, creating itineraries, garnering visas and participant background briefings.
Prepare and edit correspondence for Leadership Team.
Build and maintain virtual Gates Institute handbook.
Assist Director and SPO while they are on the road (e.g. changing travel accommodations) and problem-solve as issues arise.
Handle post-trip needs which include completing travel reimbursements, reconciling trip expenses and credit card statements, entering travel notes and capturing work plan data
Assist in planning events directly related to the Gates Institute Team, including event logistics, RSVPs, budgetary tracking, name tags, place cards, other materials, and follow-up emails and calls
Administrative Support for Gates Institute Projects:
Routinely interact with GI program staff from AFP, PMA and TCI, faculty, funders, volunteers, CEOs, and students.
Work with the PFRH Department for room reservations, and staff meeting announcements to ensure that schedules do not conflict.
Provide front office support, including interaction with office guests, phone coverage, and taking and recording event RSVPs as needed.
Attend and provide staffing for Gates Institute events, internally & externally.
Manage logistics for meetings, including the GI Seminar Series -including travel arrangements, honoraria for speakers, parking, food, etc.
Assist all GI programs with hiring procedures, and help on-board hired staff –updating GI policy guide, keys, Dropbox, business cards, etc.
Manage Dropbox account for Gates Institute
Manage work visa (H1B) procedures and assist new hires and employees (requires a short course for compliance).
Schedule rooms and conference rooms for events and meetings.
Organize event materials storage room.
Schedule seasonal GI team-building activities.
Gather updates to create agenda for monthly all-staff meeting, and order and bring snacks.
Distribute parking vouchers to special guests.
Manage office keys for faculty and staff.
Purchase and maintain office supplies using Shopping Cart in the JHU SAP system (e.g. coffee, tea, pens, lanyard, etc.).
International shipping logistics for events and correspondence.
Sort and distribute mail, and manage deliveries from campus courier.
Make event/announcement signage for visitors and students.
Help with special event preparations (e.g. food order and delivery).
Submit help desk tickets for IT, building, and room issues.
Report repairs needed to building engineers and submit work orders.
Help with office set-ups/moves, updates door signs, mailboxes, keys, and work with Telecom to reset phones and ID calling.
Track and monitor emergency travel information.
Run and maintain the Procurement Card (P-card) – comply with all rules and regulations with this card.
Maintain and tidy the kitchen & the front office suite area.
Open the front office area each day.
Perform other administrative duties, as assigned.
High school diploma/GED.
Minimum of five years administrative, office, and/or program experience, preferably in an NGO or academic environment.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
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.
Bachelor's degree preferred.
Experience working on international projects.
French language skills.
Familiarity with Johns Hopkins technology systems (SAP, Ad Astra, JIRA, and ISIS).
Special Knowledge, Skills, and Abilities:
Excellent telephone skills and an ability to maintain a professional demeanor in interactions both internal and external to the Institute.
Excellent written and oral communication skills.
High- level organizational skills with keen attention to detail and the ability to prioritize multiple responsibilities.
Ability to work independently as well as part of a team.
Proficiency with all Microsoft Office programs, Outlook, databases/spreadsheets, procurement sites, etc.
Classified Title: Sr. Administrative Coordinator Working Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $19.82 - $27.26 (commensurate with experience) Employee group: Full Time Schedule: M-F 8:30 - 5 pm Exempt Status: Non-Exempt Location: 615 N. Wolfe St. Baltimore, MD Department name: 10001207-PFRH Gates Institute Personnel area: School of Public Health
The successful candidate(s) for this position will be subject to a pre-employment background check.
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