The Health Systems Program, located within the Department of International Health works to design systems and implement equitable and cost-effective strategies for delivering health care and health promotion interventions to disadvantaged and underserved communities in the U.S. and abroad. Comprised of approximately 50 faculty and 20 staff the Program offers a number of academic programs as well as being active in both research and practice. The Senior Administrative Coordinator both provides administrative support to the Director as well as managing complex administrative processes to support the operations of the Program, and interacting with students, faculty and guests.
Given how visible and outward looking this position is, the role requires tact, and strong interpersonal and communication skills.
Organize meetings, help develop meeting agendas and prepare meeting materials.
Manage task files and follow up on activities and projects, staying informed regarding all on-going projects for the Director.
Administratively support the Director of the Heath Systems Program (HSP) including: schedule appointments for the Director, anticipate and resolve schedule conflicts, arrange travel, and serve as point of contact for the Director’s office.
Exercise a high level of independent judgment in triaging requests and resolving issues for a variety of constituencies.
Effectively communicate with the Health Systems Academic Leadership Team (HSALT) (including participating in meetings and taking minutes), administrative leaders, faculty, students, and other staff, on behalf of the Director.
Manage inventory of office supplies.
As the procurement cardholder compile supply and other item requests and place orders utilizing cost-effective methods.
Monitor receipt of items and organize invoices and reimbursements for payment and budget reconciliation.
Maintain confidential databases and shared files, email listservs, as well as the Health Systems Program events calendar.
Assist with Faculty searches, appointments, promotions and evaluations, including meeting scheduling, making room reservations, setting up guest itineraries, composing memorandum for internal distribution, and supporting travel arrangements.
Manage large and small scale event planning, (such as student orientation, faculty and staff meetings, special seminars) including issuing invitations, tracking acceptances, managing a conference line, and making catering orders.
Document, and as necessary update standard office processes and procedures.
Represent HSP in internal (JHU) and external relationships with professionalism and diplomacy.
Handle special projects and other duties as required.
High School Diploma required.
Five (5) years progressively responsible administrative experience required.
Additional education may substitute for some experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) 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.
Bachelors Degree preferred.
Experience in SAP preferred.
Special Knowledge, Skills, and Abilities:
Highly motivated self-starter with the ability to apply planning and project management skills to a range of program and administrative work/situations as needed with efficiency.
Perform duties without direct supervision or guidance on a regular basis.
Ability to work in a fast-paced, collaborative environment while staying flexible to changing priorities.
Respond to requests and urgent matters quickly and creatively.
Possess excellent organizational skills and attention to detail to track and/or manage various projects and priorities while maintaining a high degree of accuracy and prioritizing workflow.
Proficient in upholding a high level of confidentiality through adherence to established protocols and guidelines.
Adept in effectively communicating through strong oral and writing skills.
Experienced in writing and editing professional letters, reports, and documents.
Demonstrate excellent customer service with the ability to diffuse difficult situations involving internal and external customers.
Fluency with Microsoft Office (Word, Excel, Power Point, Outlook), SAP (preferred), and skilled in online research.
Ability to use technology to create administrative efficiencies and interest in staying technically current and mastering new software and university online systems.
*In addition to your resume, please Include a cover letter with your application.*
Classified title: Sr. Administrative Coordinator
Working title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $19.82 - $27.27 (commensurate with experience)
Employee group: Full time
Employee Status: Non-Exempt
Schedule: Monday-Friday - 8:30am-5:00pm 40hrs/Wk
Location: 615 N Wolfe St. Baltimore MD - East Baltimore Campus
Department name: 10001141 – BSPH - Health Systems
Personnel area (School): BSPH – Bloomberg School of Public Health
The successful candidate(s) for this position will be subject to a pre-employment background check.
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During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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