| We are seeking a highly motivated and experienced Sr. Administrative Coordinator to administratively support a productive research program focusing on cardiovascular epidemiology primarily in the Welch Center for Prevention, Epidemiology, and Clinical Research (http://www.jhsph.edu/welchcenter ). Duties include coordinating and performing administrative activities for several faculty members in the program, supporting fiscal and budget management, arranging conference and travel logistics, processing reimbursements and purchase requests from faculty or staff, assisting with general project activities, with efficient communication and attention to detail. The Sr. Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit or program. This position may provide support for fiscal and budget management for the assigned area, and provide project support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders. The responsibilities of this role require significant collaboration and coordination with others.
Specific Duties & Responsibilities - Plan, support, and organize daily activities of the program.
- Provide complex administrative, project, and calendar support to faculty members.
- Plan and schedule meetings and coordinate associated logistics.
- Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
- Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
- Coordinate purchasing processes; process various department bills and reconcile accounts.
- Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft minutes, monitor and follow-up on action items.
- Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
- May serve as the liaison or office contact with facilities or other service providers.
- Identify and resolve administrative problems and issues.
- Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
- Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies.
- Develop and produce reports.
- Assist with preparation of presentations.
- Assist with planning special events/functions, including workshops, conferences, etc.
- Coordinate preparation, set up and logistics for department/office events/functions.
- May perform some non-routine and confidential administrative functions.
- Coordinate work assignments of students and/or temporary office support, as needed.
- Other duties as assigned.
In addition to the duties described above - Prepare forms and obtain proper authorization for supplies, travel, and travel reimbursement.
- Edit, format, and review conference papers, reports, or other documents as requested in support of ongoing project work using MS Word, MS PowerPoint, MS Excel, and Outlook. Format MS PowerPoint presentations that the faculty use for public presentations. Coordinate and organize project and/or meeting binders in paper and electronic forms, including duplication and mailings.
- Coordinate, facilitate, and implement academic services for faculty (e.g., paper submission to the journal).
*Please submit a cover letter as part of your application package.
Minimum Qualifications
- High school diploma or graduation equivalent.
- Four years of related experience.
- Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Bachelor’s degree.
- Comfortable working with deadlines and under pressure.
- Comfortable working with a variety of communication styles and managing executive calendars that are busy and change often.
- Demonstrated ability to work productively independently and as part of a team.
Technical Qualifications & Specialized Certifications - Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
Technical Skills & Expected Level of Proficiency - Calendar Management - Intermediate
- Event Coordination - Intermediate
- Financial Administration - Intermediate
- Interpersonal Skills - Intermediate
- Meeting Coordination - Intermediate
- Office Procedures - Intermediate
- Oral and Written Communications - Intermediate
- Organizational Skills - Intermediate
- Project Management - Developing
- Report Writing - Intermediate
The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.
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: 8:30am - 5:00pm
FLSA Status: Non-Exempt
Location: School of Public Health
Department name: Epidemiology
Personnel area: School of Public Health |