Washington, D.C.
Washington, D.C.
Washington, D.C.
Washington, D.C.
Remote
Alexandria, VA
Alexandria, VA
Washington DC, Dist. Columbia, 20005 United States
Washington DC, Dist. Columbia 20005 United States
Washington DC/hybrid
Posted: 04-Jan-23
Location: Baltimore, Maryland
Salary: Open
Internal Number: 107233-en_US
The Department of Population, Family, and Reproductive Health is seeking a Sr. Administrative Coordinator. The Sr. Administrative Coordinator must be able to work in a demanding, fast-paced, and collaborative work environment. This position requires the ability to multi-task, prioritize, and be proactive. The senior administrative coordinator will regularly deal with sensitive and confidential information and must always exercise the utmost professionalism and discretion. A valued member of The Gates Institute, the Sr. Administrative Coordinator will play a key role with the coordination of departmental processes, programs, finance, and events.
*This position may be considered for a hybrid-work schedule pending the successful completion of the probationary period.
Specific Duties & Responsibilities
- Serve as the first point of contact for visitors, students, staff, faculty, and guests.
- Receive and respond to all incoming calls and visits.
- Provide administrative support to the Executive Director and Senior Program Officer of the Gates Institute, and programmatic support to the remaining professional staff members.
- Streamline, organize and maintain all policies, protocols, and procedures.
- Coordinate complex meetings and prepare and distribute meeting materials and agendas. Organize supporting materials for meetings.
- Plan, write, edit, and manage distribution of letters, memoranda, and other communications including PowerPoint documents.
Human Resources & Fiscal Management
- Track and reconcile Procurement Card expenses for the Anchor Team staff by allocating expenses against budgets and reviewing and researching receipt documentation
- Use SAP to purchase office supplies, pay vendor invoices via online payment request and submit travel expense reimbursements for the Director.
- Purchase software and licensing agreements
- Review and prepare travel arrangements, travel advances and reimbursements for the Director of the Gates Institute.
- Manage department's internal jobs board for posting of Gates Institute positions for Gates Institute programs
- Provide departmental onboarding of new Gates Institute employees with policies, trainings, office set-up if onsite, etc.
File Management
- Track deadlines for letter requests.
- Assist in virtual filing of completed letters.
- Maintain oversight on deliverables/ongoing correspondence including monitoring official letters and emails from the Director's Office or with the Director's signature
- Update, distribute, and track Gates Institute Employee Handbook, training materials, and communications
Special Knowledge Skills & Abilities
- Excellent oral and written communication skills.
- Strong organizational skills and attention to detail
- Ability to work effectively with a diverse population.
- Ability to interact with students, staff, government officials, partner organizations, program participants and stakeholders, donors, and administrators at all levels.
- Ability to create marketing materials, flyers, brochures, correspondence, and reports.
- Prior budget experience is required.
- Work with and reconcile financial accounts.
- Analyze and evaluate operations and develop and implement corrective action to resolve problems.
- Ability to effectively handle multiple tasks, prioritize directives from several different sources, and complete projects within given time frame.
- Ability to organize daily workload according to new and developing priorities.
- Ability to establish and maintain effective working relationships with teams, other university staff, students, partners, funders, stakeholders, and the general public.
- Proficiency in Microsoft Office, Excel, graphic and web design software (Adobe Illustrator, InDesign, Photoshop, Canva, etc.), team-organization programs/shared database systems (Airtable and Dropbox), etc.
- An aptitude for technology with the ability to learn new programs quickly.
Minimum Qualifications
- 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.
Preferred Qualifications
- Bachelor's Degree.
- Five years of experience with complex, highly confidential student-related issues, exceptional interpersonal skills, proven ability to work in a fast-paced, challenging environment, and operate fluidly with all levels of University Administration.
- Previous work experience in a college and/or nonprofit environment.
- French language skills a plus.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.40-$28.00-$35.70 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday to Friday: 8:30 am – 5:00 pm
Exempt Status: Non-Exempt
Location: School of Public Health
Department name: PFRH Gates Institute
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 the 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.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
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.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
Accommodation Information
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 jhurecruitment@jhu.edu. 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.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
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.
Note: Job Postings are updated daily and remain online until filled.
