Sr. Administrative Coordinator

Requisition #: 313348

Range: OF

Level: 3

Salary: $18.86 - $25.95/Hour

Status: Full Time

School: Bloomberg School of Public Health

Location: MD - Other Location

Location City: Baltimore

Location State: MD

Resume Required for Application: Yes

Area of Interest: Administrative

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General Description

The Center for Biosecurity, located in Baltimore, MD, is an independent freestanding center of JHU, Bloomberg School of Public Health. This position provides administrative support for special projects, along with some general administrative support to assigned Center project staff, as explained below.

Major Responsibilities:

Work on larger scope special projects that require coordination of scheduling and details from multiple sources. Assist with or manage facts of special projects as assigned, including preparation/duplication/dissemination of reports, meeting materials, information packets, briefings, etc.

Provide general administrative support as needed, including maintaining calendars and schedules for senior members of the leadership team, using mutually decided upon system for updating and communicating about appointments, meetings, changes, etc. Update Central Outlook calendar and reserve rooms for meetings, make catering arrangements and organize meeting materials as needed. Work with assigned project staff to plan schedules, meetings, projects, events, travel, tasks, etc. Work proactively to independently and quickly address and resolve issues and problems as early as possible, consulting with other staff and/or supervisors when necessary or appropriate. US MS Office Suite (Word, Excel, PowerPoint) and reference manager software to prepare professional quality documents manuscripts, articles, spreadsheets and presentations Assure that all documents are proofed and grammar, punctuation and spelling are corrected as needed.

Manage process for quarterly updates of project staff bio sketches and CVs. Organize and archive routine and confidential paperwork, correspondence, records, files and data. Maintain files in logical and organized fashion, adhering to appropriate standards of data security. Arrange transportation, accommodations and other logistics for assigned staff. Make and conform reservations, coordinate meeting and event schedules and submit travel and other expense reservations, coordinate meeting and event schedules and submit travel and other expense reimbursements in a timely fashion. Answer, screen, direct and manage incoming calls, relating messages and independently handling routine calls as able. Maintain appropriate levels of discretion and confidentiality in interactions with colleagues, internal and external contacts and visitors. Adhere to appropriate standards of security for email and electronic exchange of other types of data. Secure files and other archives accordingly. Collaborate, cooperate with, provide coverage for and support other members of administrative team to ensure that administrative needs of Center are met, ensuring correct coverage and redundancy in coverage of essential duties; develop and act on awareness of Center and colleagues’ day-to-day needs Receive, sort and distribute mail and packages; prepare and ship packages and overnight mail. Compile and copy articles and other research materials for assigned project staff. Assist with taking, triaging and managing press calls during periods of high volume. Assist with emergency planning and operations as needed and assigned. Perform other duties as assigned


Education and Qualifications:

High School diploma plus 5 years’ experience as administrative support professional required, preferably in academic, government or similar environment. Bachelor’s degree preferred.

Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

1. Demonstrated proficiency with computer hardware and MS Office software.

2. Ability to apply knowledge to learn new software and systems quickly.

3. Experience working with wide variety of professional and paraprofessional staff.

4. Strong interpersonal skills required, along with good oral and written communication skills. Professional and courteous telephone skills, expertise in preparing professional correspondence.

5. Some experience preparing manuscripts for publication is desired.

6. Strong organization and time management skills, with strong attention to detail. Able to work with minimal direction and supervision on assigned projects. Able to follow direction, respond to feedback and adjust approach as needed.

7. Able to prioritize and execute tasks in the midst of changing circumstances. Able to work calmly, professionally and efficiently under pressure. Able to meet assigned deadlines.

NOTE: The successful candidate(s) for this position will be subject to a pre-employment background check.

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 Bloomberg School of Public Health & School of Nursing Divisional HR Office at 410-955-2990. For TTY users, call via Maryland Relay or dial 711.

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.

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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