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Requisition ID:  115988

Administrative Coordinator

The Johns Hopkins Center for Gun Violence Solutions (CGVS) is a groundbreaking initiative in the intersection of public health advocacy and science. The Center combines the expertise of highly respected gun violence researchers with the skills of deeply experienced gun violence prevention advocates. We use a public health approach to conduct rigorous scientific research to identify a range of innovative solutions to gun violence. Because gun violence disproportionately impacts communities of color, we ground our work in equity and seek insights from those most impacted on appropriate solutions. Using the best available science, our Center works towards expanding evidence-based advocacy and policy-making efforts. This combination of expertise creates a unique opportunity to turn public health research into action that reduces deaths and injuries from gun violence.


CGVS is hiring two Administrative Coordinators. These two positions provide general administrative support for the team by planning and coordinating meetings and events, producing meeting minutes, assisting with financial tracking and paying invoices, coordinating travel, office logistics, and process improvement.


Each position is a full-time, hybrid (2 days a week in the office) post with one position based in Baltimore and the other based in Washington, DC. Both positions require occasional travel to the alternate location, with required additional days onsite to support various events at both locations.


Applications without a cover letter will not be considered.


Specific Duties & Responsibilities

  • Assist with scheduling for faculty and staff, as well as provide appropriate referrals to resources and services available through the Center.
  • Support office management in center offices including scheduling meeting spaces, coordinating events, ordering and organizing supplies, printing, and other related tasks.
  • Work with faculty and staff on booking travel, reimbursements for travel and research related activities.
  • Work with administrative team to develop agendas, compile meeting materials, and transcribe meeting discussions to generate meeting minutes and summaries as needed.
  • Provide general administrative support (i.e. meeting planning, purchasing supplies, printing, etc.) to all of the Center’s teams as requested.
  • Assist with onboarding, offboarding, updating policies and procedures, and providing administrative HR support.
  • Coordinate processing payments, setting up procurements, and assisting with reconciliation.
  • Assist in coordinating meetings and events (workshops, training sessions, etc.), including but not limited to scheduling meetings, preparing minutes, agendas, and presentations, as well as providing onsite support during events.
  • Establish and maintain project files.
  • Manage virtual meetings and in conjunction with the Communications team, assist with Webinars.
  • Independently respond to an array of inquiries and requests.
  • Anticipate and problem-solve issues and concerns affecting the team.
  • Performs other duties as assigned.


Special Knowledge, Skills & Abilities

  • Proficiency in the full Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, et al.), Adobe Acrobat Pro, and Zoom.
  • Advanced computer skills with the ability to train and assist others if needed.
  • Ability to maintain confidentiality and discretion, adhering to FERPA and other pertinent university and department guidelines.
  • Knowledge and skills to coordinate and execute events, e.g. managing complex seminars, scheduling priorities and conflicts, virtual planning, department activities and department correspondence.
  • Highly organized self-starter with strong attention to detail.
  • Experience working on a diverse team.
  • Experience working with different communication styles.
  • Strong organizational skills and attention to detail, with the ability to adapt to the needs of a diverse and high-paced research environment quickly and comfortably.
  • Open communication, sharing of expertise and ideas, and the ability to take direction and respond positively to feedback.
  • Good oral and written communication and reading comprehension skills, and comfortable using technology (e.g., computers, laptops, tablets, copier, printer) and with Office programs.


Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Three years related experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • Prior experience coordinating projects.
  • Advanced skills (or relevant training) in Finance systems such as SAP & Concur.
  • Prior work experience at Johns Hopkins University a plus.
  • Familiarity with academic or research office environments.
  • An understanding of the concepts of institutional and structural racism and bias and their impact on underserved and underrepresented communities.

 

 

Classified Title: Administrative Coordinator 
Job Posting Title (Working Title): Administrative Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday to Friday: 9 am – 5 pm 
Exempt Status: Non-Exempt 
Location: Hybrid: On-site 1-2 days a week 
Department name: 60011826-HPM-Center for Gun Violence 
Personnel area: School of Public Health 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
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.

Diversity and Inclusion
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
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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 upon 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.
Hybrid: On-site 1-2 days a week

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