The Department of Epidemiology is seeking a Sr Administrative Coordinator to serve as the administrative support for Chair and Vice Chairs of the Department of Epidemiology in the Johns Hopkins Bloomberg School of Public Health.
This position will function in four major areas as Administrative Coordination (50%), Communication Specialist (25%), as Project/Event Assistant (15%), and as a Data Assistant (10%). The candidate should have strong organizational skills and technology background in or aptitude to quickly learn project management and web software, Microsoft, MS Teams, Qualtrics, and SharePoint.
This will be a fast-paced, multi-tasking and visible position. The position is expected to maintain a high degree of professionalism and trust on the telephone, in person, via electronic communication, and must be able to prioritize and multitask based on changing needs and situations. Inter- and intra-office communication and teamwork skills are critical. This position will perform duties of a sensitive and highly detailed, technical nature, exercising administrative judgment and maintaining responsibility for quality of service and discretion. In addition, will act as front-office contact; greet visitors (including departmental faculty, staff, and students as well as outside visitors; answer incoming phone calls and triage them to other offices in Department/School as appropriate; respond to requests by faculty, staff, and students; interact with and respond to requests of faculty, staff and students, including in acute and crisis situations.
Extensive internal and external interaction with faculty, staff, and students in the Department as well as other guests through phone, e-mail, other written correspondence, and face-to-face interaction.
Specific Duties & Responsibilities
Administrative Coordination
Organize and manage meetings and special events for the Chair and Vice Chairs.
Manage multiple events and meetings.
Track attend dance and follow up with attendees.
Assure that meeting logistics are smooth.
Resolve scheduling conflicts.
Take accurate meeting notes.
Proofread, edit, and track correspondence.
Maintain confidentiality of materials.
Track follow-up of action items.
Manage calendars of the Chair and Vice Chairs as requested (requires familiarity with Microsoft Office applications including Outlook calendar and email, ability to coordinate Doodle Polls for meetings, and familiarity with Zoom).
Provide administrative support for several committees within the department including Appointments and Promotions and the Faculty Executive Committee.
Communications Specialist
Draft internal and external emails and support letters as needed.
Draft and format reports and PowerPoint presentations.
Play a role in faculty onboarding.
Project/Event Specialist
Work independently on several projects including coordinating special and ad-hoc committees.
Disseminate materials related to funding announcements.
Plan departmental activities including dinners for faculty candidates, doctoral student visiting days, and other departmental events.
Develop and disseminate invitations.
Track attendance.
Organize other activities related to events (speakers, catering, facilities. etc.).
Data Assistant
Assist with maintaining a departmental database of faculty and student information including routine updating of information (e.g., on a monthly basis), and running of reports on a regular and an ad-hoc basis.
Special Knowledge, Skills, & Abilities
Strong written and oral communication skills.
Demonstrated ability to effectively work on teams with people from diverse backgrounds.
Must be highly organized.
Advanced working knowledge of all Microsoft Office Suite software packages, including SharePoint.
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
Strong communications background with both oral and written skills desired.
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 - Friday, 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: School of Public Health Department name: Epidemiology 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.
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.
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.
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.
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