The Johns Hopkins International Injury Research Unit (JH-IIRU), located within the Health Systems Program, in the Department of International Health works to design systems and implement equitable and cost-effective strategies for addressing the burden of injuries and disability as well as improve access to rehabilitation services for disadvantaged and underserved communities in the U.S. and abroad. We are seeking an Administrative Coordinator who both provides administrative support to the Director as well as manages complex administrative processes to support the operations of the Center, and interacts with students, faculty, and guests. Given how visible and outward looking this position is, the role requires tact, and strong interpersonal and communication skills.
Specific Duties & Responsibilities:
General Administrative Support:
Administratively support the Director of The Johns Hopkins International Injury Research Unit (JH-IIRU) including schedule appointments for the Director, anticipate and resolve schedule conflicts, arrange travel, and serve as point of contact for the Director's office.
Exercise a high level of independent judgment in triaging requests and resolving issues for a variety of constituencies.
Manage inventory of office supplies.
Monitor receipt of items and organize invoices and reimbursements for payment and budget reconciliation.
Assist with Faculty searches, appointments, promotions, and evaluations, including meeting scheduling, making room reservations, setting up guest itineraries, composing memorandum for internal distribution, and supporting travel arrangements.
Represent JH-IIRU in internal (JHU) and external relationships with professionalism and diplomacy.
Handle special projects and other duties as required.
Manage large- and small-scale event planning (such as faculty and staff meetings, special seminars) including issuing invitations, tracking acceptances, managing conference line, and making catering orders.
Create interactive forms which allow participants to provide hotel, catering, and transportation needs to the meeting planner.
Execute all aspects of meeting, event, and conference arrangements, which can include ensuring participants arrival methods, lodging arrangements, catering and A/V and any ad hoc requests.
Develop logistics budget projections and track expenses in all areas of meeting planning.
Schedules division conference room use.
Document Maintenance Responsibilities:
Effectively communicate with the JH-IIRU Leadership Team (including participating in meetings and taking minutes), administrative leaders, faculty, students, and other staff, on behalf of the Director.
Prepare and edit presentation materials for meetings, conferences, lectures, and events.
Conducts library research and participates in editing and preparing manuscripts, scientific illustrations, references for manuscript, computer graphics for publication and ensure compliance in the submission process.
Provide assistant with formatting and collecting required materials for grant proposals such as compiling curriculum vitae's and providing meeting/travel budget projections.
Manage task files and follow up on activities and projects, staying informed regarding all ongoing projects for the Director.
Maintain confidential databases and shared files, email listservs, as well as the JH-IIRU events calendar.
Minimum Qualifications (Mandatory):
High School Diploma required.
Five (5) years progressively responsible administrative experience required.
Additional education may substitute for some experience, to the extent permitted by the JHU equivalency formula.*
In addition to your resume, please include a cover letter with your application.
* 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.
Experience in SAP preferred.
Special Knowledge, Skills & Abilities:
Highly motivated self-starter 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.
Proficient in upholding a high level of confidentiality through adherence to established protocols and guidelines.
Adept in effectively communicating through strong oral and writing skills.
Experienced in writing and editing professional letters, reports, and documents.
Demonstrate excellent customer service with the ability to diffuse difficult situations involving internal and external customers.
Fluency with Microsoft Office (Word, Excel, Power Point, Outlook), SAP (preferred), and 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: Administrative Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Salary Range: $17.59 - $24.80/hr (commensurate with experience) Employee group: Full Time Schedule: M-F; 8:30 am- 5:00 pm Exempt Status: Non-Exempt Location: Hybrid/School of Public Health Department name: Health Systems 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 Talent Acquisition Office at [email protected]. For TTY users, call via Maryland Relay or dial 711.
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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