The Department of Health Policy and Management is seeking two Senior Administrative Coordinators to join its expanding teams. This role reports directly to the Departmental Administrator for training and professional development, with day-to-day oversight from Center Managers on operational matters. Whilst these are full-time hybrid posts the department recognizes that flexibility in work arrangements can improve productivity, moral, and work-life balance, as such, flexible working patterns will be considered.
The Senior Administrative Coordinator will work across a number of designated centers and serves an important role within the day to day running of the departments research teams. This position provides a high-level of support to Centre Directors and their management teams. This includes administrative support, project and special event coordination, and communications with internal and external constituencies, office staff and university leadership. These posts will join an established and highly experienced team of Coordinators who work closely and collaboratively within a network of administrative support across the department.
This role includes a considerable degree of independent action and frequent interaction with internal and external constituencies. This position requires consummate skills in diplomacy, discretion, and confidentiality. The successful candidate will have demonstrated experience working in a fast-paced, executive environment and will be a core member whose contributions to a team-based and cross-trained environment will advance the goals of Johns Hopkins University and the Department of Health Policy and Management.
Specific Duties & Responsibilities:
Essential Administrative Functions:
Serve as primary point of contact for Center Directors and other Faculty. Serve as the front-line representative to staff, vendors, and the public. Ensure the office is at optimal operational capacity.
Schedule all appointments including internal and external meetings, speaking engagements, events, etc. for Center Directors and Faculty. Based on special knowledge and understanding of initiatives, goals and objectives of the office, independently resolve scheduling conflicts, prioritize requests, confirm and track event and meeting details.
Coordinate travel logistics including transportation, accommodations, and meals; schedule meetings and create an itinerary to include bios and other support materials as necessary.
Track expenses and prepare expense reports for reimbursements for the Center Directors.
Process payments for invoices, honorariums, vendors, etc. and work closely with the departments finance team
Assisting in collating and updating Faculty details for grant applications
Resolve administrative issues and problems that arise throughout the course of the day.
Other duties as assigned.
Essential Communication Functions:
Ensure that the Center Faculty are fully prepared for meetings and appearances, including compiling and preparing materials,
Coordinates complex meetings, prepares and distributes meeting materials and agendas. Organizes supporting materials for meetings in OneDrive or other e-tool.
Plan, write, edit and manage distribution of letters, memoranda and other communications from the Centers Directors.
Draft and/or proofread and copy-edit correspondence requiring leadership's review - ensuring accuracy, clarity, and standardized formatting.
Other duties as assigned.
Essential Special Event & Project Coordination Functions:
Work with the wider center team to organize events to be held by the Center throughout the year. Work independently to coordinate event logistics ensuring all aspects of the event are managed. Work with Administrative Manager and/or Accounting Specialist to ensure events are within budget.
Assist in administering periodic staff meetings by helping to organize an agenda, sending out advance notifications, as well as reminders, copying and distributing materials.
Other duties as assigned.
Minimum Qualifications (Mandatory):
High School Diploma/GED required.
Five years progressively responsible administrative support with experience working on a wide variety of special projects and special assignments.
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.
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: M -F 8:30am - 5 pm Exempt Status: Non-Exempt Location: Hybrid/School of Public Health Department name: Health Policy & Management Admin 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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