We are seeking a Senior Administrative Coordinator forthe Johns Hopkins Center for Health Security at the Bloomberg School of Public Health works to protect people's health from epidemics and disasters and ensure that communities are resilient to major challenges. We examine how scientific and technological innovations can strengthen health security. We study the policies, organizations, systems, and tools to prevent and respond to outbreaks and public health crises. We advance policies and practice to address a range of challenges, including the global rise in emerging infectious diseases, a continued risk of pandemic flu, major natural disasters, our dependence on vulnerable infrastructure, and the potential for biological, chemical, or nuclear accidents or intentional threats. The Center is hiring a Senior Administrative Coordinator to help fulfill its mission. In conjunction with other Center staff, the Sr. Administrative Coordinator will provide all general, administrative, and programmatic support for Center for Health Security.
Specific Duties & Responsibilities
Administrative and Office Support
Provide scheduling support to include management of daily calendars for scheduling of center-wide or project meetings and conference calls with internal and external persons.
Maintain contact list for projects to schedule interviews, workgroups, and calls externally.
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 specific to each project. To include editing, formatting, and review of conference papers, reports, or other documents as requested in support of ongoing project work using Microsoft (Word, Excel, Powerpoint) and Adobe platforms.
Utilize established Project Management Procedures to continually ensure project materials and working files are maintained in document area for project as necessary for tracking and archiving. Project management files may include meeting notes, to-do lists, contact lists, articles and publications, memos, presentations, letters, etc.
Maintain and seek to continually enhance appropriate electronic document management and filing systems.
Engage with financial, IT, Communications, and Events teams to ensure that planned project activities are enacted; to include purchasing, software procurement, obtaining bids, coordinating space or catering for meetings and events. Provide support to each of these areas when necessary to coordinate with project team.
Order catering for meetings and events, assist with taking delivery of items, and setup/breakdown of meetings.
Provide support as needed to overall Center Administration.
Assist faculty with CV & Biosketch update
Schedule conference rooms and computer/AV equipment for on-site project meetings.
Attend on-site project meetings or events when needed to provide onsite support for internal and external persons.
Coordinate meeting logistics for in person meetings the faculty will host/lead in Baltimore by arranging travel for meeting participants to include hotel, meeting rooms, and catering logistics.
Send invitations, collect RSVPs, and send thank you notes for attendees where requested.
May attend off-site events when requested by Events team for additional support.
With Events team's oversight, assist with event/functions, including workshops and conferences.
Coordinate preparation, set up and logistics, to include meeting materials, documentation preparation, and scheduling.
Process Non-employee Travel Reimbursements in overflow capacity for finance team.
Coordinate and organize project and/or meeting binders in paper and/or electronic forms, including duplication and mailings when needed.
Travel Arrangement and Reimbursement
Anticipate project travel needs for faculty travel and conferences.
Make all travel arrangements and monitor changes.
Utilize approved travel procurement methods for booking of conference registration, travel, and expenses.
Process all Faculty/Project Team Travel and Non-Travel Reimbursements in Concur system.
Other Duties as assigned.
High School Diploma or graduation equivalent.
Five years progressively responsible administrative experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Bachelor's Degree preferred; must be comfortable working with deadlines and under pressure.
Must be comfortable working with a variety of communication styles and managing 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).
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: Monday - Friday 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: School of Public Health Department name: Health Security Personnel area: School of Public Health
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.
The successful candidate(s) for this position will be subject to a pre-employment background check.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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@example.com. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
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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