The Johns Hopkins Bloomberg School of Public Health's Office of the Dean is seeking a Sr. Administrative Coordinator who will provide high-level administrative support and events management. This position serves as a first line of contact for the Bloomberg School's Dean's Office.
The Sr. Administrative Coordinator will be responsible for a wide range of administrative duties. A highly visible team member, the Sr. Administrative Coordinator will provide support to the Dean, Executive Specialist, Executive Assistant, and Administrative Project Specialist. This person will report directly to the Executive Assistant. Successful completion of work assignments will involve strong organizational skills, considerable judgment, tact, creativity, initiative, as well as an appreciation for tight deadlines, an unwavering commitment to a high level of confidentiality, and a positive attitude.
This position will function in two major areas: Administrative Coordination (50%) and Special Events Coordination (50%). This position is expected to maintain a high degree of professionalism in communication over the telephone, in-person, via electronic messages, and must be able to prioritize and multitask based on changing needs and situations. Inter- and intra-office communication and teamwork skills are critical.
Specific Duties & Responsibilities
Staff Dean's office front desk. Greet and welcome visitors entering the office. Answer and screen incoming phone calls, record messages with attention to detail, relay messages, and triage calls to other offices, as appropriate.
Assist with the transition of the Dean's daily appointments.
Open and distribute incoming correspondence.
Maintain scheduling of the Boardroom.
Process vendor invoices for payment. Regular use of university online financial system (SAP/Concur) to initiate and complete transactions.
Assist with logging purchases on Dean's Office purchasing card.
Maintain Dean's Office Manual of Operations.
Maintain and organize electronic and paper files. Update chairs/deans distribution lists, as needed.
Operate and monitor office equipment such as photocopier, printers, and fax machine.
Stock and keep an inventory of all office supplies. Coordinate the ordering and receiving of all office supplies.
Assist Administrative Project Specialist with scheduling and logistics for school-wide committee meetings, departmental reviews and faculty searches; assemble text and data into documents; produce and distribute documents.
Provide back-up support to the Executive Assistant and the Administrative Project Specialist.
Assists with other special projects upon request.
Special Events Coordination
Coordination and planning of all special events for the Dean's Office, including VIP meetings and seminars, and assistance with Convocation activities.
Reserve meeting spaces and venues. Setup zoom links for hybrid events/meetings and manage registration.
Represent the Dean's Office at Special Events Team meetings. Communicate setup needs, multimedia arrangements, and room turnover with Facilities Management team.
Arrange catering and work with vendors for deliveries and setup. Collect catering license agreements, if applicable.
Communicate pertinent logistical information with clients and all service providers.
Coordinate, verify, and finalize services as applicable (i.e., catering, parking, telecommunications, security, building access and outside rentals). Check event spaces ensuring arrangements are in place.
Meet relevant staff for final event logistics check. Greet external guest speakers upon arrival, as appropriate.
Provide on-site support prior to and through the close of the event.
Collect invoices from internal and external service providers for billing, confirm final charges, and post invoices to be processed for payment.
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.
Some college preferred.
Classified Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Min $21.00 - Max $36.50 HRLY (Commensurate with experience) Employee group: Full Time Schedule: Monday to Friday: 8:30 am – 5:00pm Exempt Status: Non-Exempt Location: School of Public Health Department name: Office of the Dean 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.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
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.
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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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