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Job Req ID:  5637

Administrative Coordinator

Classified Title:  Administrative Coordinator                                  

Role/Level/Range:  ATO/2/OE

Hourly Rate Range: $16.91 - $23.24; commensurate with experience

Employee Group: Full time

Employee Subgroup: Non-Exempt

Schedule: M – F 8:30 am – 5:00 pm

Location:  615 N. Wolfe St., E4140

Department Name: Population, Family and Reproductive Health

Personnel Area: School of Public Health

 

General Summary/Purpose

 

The Child and Adolescent Health Measurement Initiative (CAHMI) is a national initiative based out of the Department of Population, Family and Reproduction Health of the Bloomberg School of Public Health at Johns Hopkins University in Baltimore, MD. Our mission is to advance improvements in the health and wellbeing of children and families through research, measurement, and partnership with families, health care professionals, and policy leaders.

 

The Administrative Coordinator will be under the supervision of Research Program Manager & Director of the Child and Adolescent Health Measurement Initiative (CAHMI). This position will coordinate and perform the administrative duties for the CAHMI Director and program staff, act as a liaison between staff and internal/external institutions and community organizations, provide confidential secretarial support, arrange conference and travel logistics, assist with project activities and maintain a high level of customer service excellence and detail orientation.

 

Specific Duties/Responsibilities

 

General Administration: Conduct day-to-day administrative activities. Provide confidential secretarial support. Accurately prepare and distribute correspondence or materials. Maintain and seek to continually enhance appropriate filing system. Copy materials and send/receive facsimiles as requested. Schedule conference rooms and computer/AV equipment. Act as receptionist for office and maintain regular schedule to provide adequate customer service during business hours. Maintain office organization, appearance, and basic cleanliness of common areas. Maintain the policies and procedures desk manual. Receive and review incoming mail, determine if mail needs further research and request additional information as needed.

 

Travel: Anticipate needs for travel and conferences. Make all travel arrangements, monitor changes, and process reimbursements.

 

Purchasing/Financial Transaction Support: Prepare forms and obtain proper authorization for a company procurement card and for vendor invoicing. Order office supplies. Prepare travel authorizations, travel reimbursement, and procurement card reconciliations and reallocations. Ensure expenses post to correct project/account. Maintain accurate and current computerized record database of expenditures, inventory and supplies, monitor supplies and materials.

 

Meeting/Conference Support: Coordinate meeting logistics for in person meetings the PI will host/lead in various locations around the country by coordinating travel arrangements of meeting participants and hotel, meeting room, and catering logistics.

 

Document Management: Coordinate and organize project and/or meeting binders in paper and electronic forms, including duplication and mailings. Includes updating and managing the director’s CV and similar documents.

 

HR Coordination: Work closely with department administration and human resources to ensure a smooth onboarding process for new CAHMI team members. Work with human resources to post and manage new job requisitions and incoming applications.

 

Minimum Qualifications

 

  • High School Diploma/GED.
  • 3 years related experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

 

* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits 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. *

 

Preferred Qualifications

 

Bachelor’s degree.

 

Special Knowledge, Skills, and Abilities

 

  • Excellent attendance history.
  • Demonstrated ability to work productively independently and as part of a team.
  • Excellent time management skills and experience managing multiple projects/tasks with conflicting deadlines.
  • Must have well developed organizational skills, advanced communication skills, and excellent problem solving skills.
  • Must have demonstrable experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro.
  • Must be comfortable working with deadlines and under pressure.
  • Must be comfortable working with a variety of communication styles and manage executive calendars that are busy and change often.

 

 

 

School of Public Health - East Baltimore Campus

Job Postings are updated daily and remain online until filled.
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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply, depending on at which campus you will work. Your recruiter will advise accordingly.

  • 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.

Equal Opportunity Employer
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Important legal information: http://hrnt.jhu.edu/legal.cfm


Nearest Major Market: Baltimore

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