The Department of Environmental Health and Engineering is seeking a Senior Administrative Coordinator who will provide administrative support to Department Chair, faculty and administrative staff, including special projects and department events, and coordination with communications staff, coordination with Dean's Office, faculty appointments and promotions, chair's office workflow, scheduling, correspondence, manuscripts, grant proposals, and records control. This role will serve as primary back-up to the Academic Coordinator. Coordinate and provide administrative support to all aspects of the Summer Institute. May perform duties of a sensitive and confidential nature.
Specific Duties & Responsibilities:
Writes letters and memoranda for internal/external communication as assigned by Chair.
Designates necessary action to be taken, deadlines and follow-up.
Initiates and handles process for faculty recruitment and promotion appointments.
Creates and maintains files and correspondence for faculty appointments and annual reviews.
Organizes and takes minutes at faculty meetings.
Schedules appointments and meeting rooms.
Coordinates travel and accommodation arrangements.
Prepares financial reimbursements, i.e., travel advance, reimbursements, supplies, honorarium, etc. Serves as liaison for faculty, fellows, students and staff in the department. Prepares and supervises preparation of correspondence, manuscripts and reports.
Establishes and implements systems and procedures for the orderly function of Administrative office.
Completes various request forms for office supplies and equipment as directed.
Coordinates special projects and events, office activities and committee meetings.
Locates and compiles information and formats reports, graphs, tables, records and other sources of information.
Manages and maintains confidential records through filing, retrieval, retention, storage, compilation, coding, updating and destruction.
Picks up and delivers materials as required, including for department events.
Receives and screens incoming calls/mail.
Minimum Qualifications (Mandatory):
High School Diploma or GED.
5 years progressively responsible administrative experience.
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. 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.
Experience in an academic setting is strongly preferred.
Special Knowledge, Skills & Abilities:
Ability to manage multiple projects simultaneously, to develop and maintain relationships with faculty, staff, students, and guests as a reflection of the Chair's office, manage electronic documents on Dropbox, MS Teams, OneDrive, and other systems; superior quantitative skills, knowledge of Excel, Microsoft Word; Microsoft Outlook; Microsoft Access a plus.
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $20.02 - $27.51 (commensurate with experience) Employee group: Full Time Schedule: Monday through Friday Exempt Status: Non-Exempt Location: School of Public Health Department name: Environmental Health and Engineering 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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