The Johns Hopkins University Bloomberg School of Public Health's Office of Academic Affairs is seeking a Sr. Administrative Coordinator. This position coordinates administrative activities for the Chair of the Master of Public Health (MPH) Program; facilitates communications between the Chair and MPH students, MPH committees, faculty academic advisors and capstone advisors; provides staff support for the MPH Executive Board, and Concentration Directors; coordinates orientation and capstone activities for students and advisors; and assists the MPH Senior Program Manager on integrated MPH program office activities.
Specific Duties & Responsibilities
Providing administrative support to the Chair of the Master of Public Health (MPH) ProgramCoordinates administrative activities for the Chair and serves as point of contact.
Schedules meetings and assists in maintaining Chairs calendar.
Word-processes letters, memos and prepares or updates PowerPoint presentations for the Chair for student orientation, capstone information sessions, visiting and admitted student days, faculty advisor sessions and other MPH-related activities.
Assists Chair in preparing a series of email messages to admitted MPH full-time students that include details about the MPH program, orientation, and summer activities.
Maintains webpage with resource information for admitted full-time students.
Assists Chair in email communications with MPH faculty as well as organizing the faculty advisor information session (held in the fall), capstone advisor information session (held in the winter), and updating the Faculty Advisor Guide and Quick Tips for Faculty Advisor documents.
Assists with activities associated with the MPH Field Experience Fund Awards Committee review, decisions, and communications.
Assists with activities associated with the MPH Capstone Awards Committee review, decisions, and communications.
Updates the Chair and MPH Senior Program Manager on progress of independent projects.
Providing primary staff support for the MPH Executive Board (EB) and Concentration Directors
Schedules, informs members, and arranges all logistical aspects of EB meetings, including an annual retreat, and quarterly meetings with the Concentration Directors.
Interfaces with the Student Matters Subcommittee to provide materials for EB meetings.
Prepares, assembles, and distributes material for meetings to members.
Assists in preparation of detailed meeting minutes and works with the Chair to assure that action items are implemented.
Manages team sites in my.jhsph.edu portal for the MPH Executive Board, MPH Concentration Directors, and MPH Faculty Advisors.
Maintains an archive webpage for MPH Executive Board meeting minutes which is shared with JHSPH Deans and departmental Chairs.
Creates and maintains concentration area email listservs.
Monitors concentration areas budget balances.
Oversees preparation and printing of concentration certificates for students that are signed by concentration directors.
Assists faculty members in preparing informational VoiceThread's for core and concentration areas.
Leads efforts and coordinates with other MPH office staff in annual updating of the MPH Program Manual.
Schedules and arranges the logistics (rooms, multimedia equipment, food, etc.) for summer faculty advising/student meetings, core area information sessions with senior faculty, concentration areas Q& A sessions, and other summer informational sessions.
Maintains an Intro to MPH Studies Course Plus site for posting materials from summer informational sessions.
Prepares and administers the end of summer online survey to students.
Coordinating MPH Capstone Presentations and Symposium Activities
Maintains Capstone Information Forms in Site Executive and Capstone Title Changes forms.
Organizes logistical arrangements (rooms, symposium schedule, breakfast and lunch, etc.) for the student presentations and faculty moderators for the May Capstone symposium.
Organizes the logistical arrangements (multimedia studio, faculty moderators, etc.) for the online student presentations in December and August.
Maintains the online repository of MPH published capstone papers and funded projects on the MPH website.
Maintains the MPH Capstone Course in CoursePlus for students to deposit MPH Capstone papers.
Assisting in MPH budgetary matters
Process invoices, travel and non-travel expense reimbursements, expense transfers and award payments honoraria through SAP.
Orders and monitors office supplies.
Monitors account expenses in BW Reports for MPH concentrations.
Serves as the procurement card holder for the MPH program, processes transactions and statements for payment.
Processes deposit transmittals and petty cash reimbursements.
Special Skills, Knowledges, & Abilities
On a regular and continuous basis, this position will be required to exercise administrative judgment and assumes responsibility for decisions, consequences and results having an impact on people and the efficiency and/or quality of the overall operation of the office.
Possess strong professional and interpersonal skills for communicating in person or via email with internal and external correspondents for the Chair.
Possess strong writing skills including the ability to write emails and memos, take cogent minutes, and thoroughly proofread written material.
Possess strong oral and written communication skills.
Able to operate a personal computer to access and effectively use e-mail, electronic calendars, update portal sites, search web sites for needed information, and use other basic office support software.
Possess strong word processing skills, including preparation of detailed tables and documents.
Expertise with the use of various software applications, such as word processing packages (Microsoft Office), spreadsheets (Excel), and relational databases, to assemble, manipulate and/or format data and/or reports.
Possess a strong sense of cooperation for interacting and working as a team player with other MPH program office staff on program activities and functions.
Able to understand and support the responsibilities and priorities of the Chair of the MPH program.
Able to acquire overarching knowledge of the MPH Program as a whole, the formal and informal goals of the MPH office in daily activities, and the standards, policies, and procedures of the other offices within the school with respect to their interactions with MPH activities.
Possess and demonstrate sensitivity to the interrelationship of both people and functions within the MPH program office.
Able to coordinate with the MPH Senior Program Manager on MPH program functions and the status of ongoing projects.
Able to communicate on a regular basis with the Chair of the MPH Program with respect to needs and upcoming activities.
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.
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $20.40-$28.00-$32.60 HRLY (Commensurate with experience) Employee group: Full Time Schedule: Monday to Friday, 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: Hybrid/School of Public Health Department name: Graduate Education and Research Personnel area: School of Public Health
Total Rewards The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
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:
JHU Equivalency Formula: 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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
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