The Global Disease Epidemiology and Control Program (GDEC) & Social and Behavioral Interventions Program(SBI) in the Department of International Health are currently seeking a Sr. Administrative Coordinator to work in a fast-paced environment. This position will assist the Program Directors and Finance Staff as well as provide administrative support to program faculty and students. Responsible for administrative operations of the Programs, including, but not limited to, office and administrative support, scheduling appointments and meetings, purchasing and procurement, SAP transaction processing, processing of extensive international travel, communications support, contract administration, event coordination and project management support.
Specific Duties & Responsibilities
Provides administrative support to the Program Directors including maintaining a conflict-free calendar of meetings and appointments. Strive to improve efficiency and executive functions of the Directors office and running of the Program.
Independently initiate writing, drafting, and editing of necessary correspondence related to the program, including taking on responsibilities involving responding to requests, inquiries and disseminating information to faculty, staff and students as well external colleagues.
Responsible for meeting arrangements including scheduling conference rooms, arranging for food, set up and preparation, compile documents and information necessary for the preparation of meetings, prepare and edit general correspondence and agendas. Take and maintain minutes for meetings as required.
Manage large- and small-scale event planning, (such as student orientation, holiday events, special lectures) including issuing invitations, tracking acceptances, managing a conference line, and making catering orders.
Assist with faculty searches (including advertising, scheduling interviews, etc. using Portfolio), faculty appointments, promotions, and evaluations, including help prepare and compile packages for faculty promotions and hires in coordination with the department administrative leadership. Maintain electronic and paper filing systems to ensure prompt and accurate retrieval of such documents.
Exercise a high level of independent judgment in triaging requests and resolving issues for a variety of constituencies. Effectively communicate with the Program academic leadership, administrative leaders, faculty, students, and other staff, on behalf of the Director. Communicate with departmental administration on behalf of the programs.
Maintain faculty and student lists and databases. Maintain publication lists, download publications. Assist with printing posters. Copy and scan various materials.
Coordinate and manage domestic and international travel and hotel arrangements for faculty, staff, and visiting speakers.
Assist in processing travel expense reimbursements through SAP Concur for faculty, staff, students, and non-employees.
Uses SAP Shopping Cart for supply orders and lab purchases.
Work with vendors to create Payment Works account. Process payments for vendors and contractors.
Pay incoming invoices using the on-line payment in SAP for faculty, staff and students.
Responsible for divisional Procurement card, reconcile and allocate expenses for P-Card for approval
Submit and track facilities help calls and telephone service requests. Coordinate copying and scanning setup.
Order and maintain office and kitchen supplies and anticipates needs.
Update mailboxes and sort incoming and outgoing mail for faculty and staff.
Maintain and organize divisional room keys.
Establish and maintain an organized filing system.
Organize and reconcile FedEx shipments. Processes monthly invoices for payment.
Create/revise/implement systems or procedures as necessary to improve workflow and efficiency.
Represent the programs in internal (JHU) and external relationships with professionalism and diplomacy.
Perform other duties as required.
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 preferred.
Classified Title: Sr. Administrative Coordinator Job Posting Title (Working Title): Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $21.25 - $36.90 HRLY ($56,648 targeted; Commensurate with experience) Employee group: Full Time Schedule: Monday to Friday: 8:30 am ? 5 pm Exempt Status: Non-Exempt Location: Hybrid: On-site 3-4 days a week Department name: 10001140-Global Disease Epidemiology and Control Personnel area: School of Public Health
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