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Requisition ID:  116460

Sr Administrative Coordinator

The Department of Epidemiology is seeking a Sr. Administrative Coordinator to serve as the administrative support for the Office of the Chair. This position will serve as the first point of contact for faculty, students, staff, and visitors. The Administrative Coordinator will work closely with the Chair and will report directly to the Administrative Manager to ensure the smooth and efficient functioning of the office. This position requires excellent organization, discretion, and communication skills. This position will be onsite 5 days/week.


This position will function in three major areas as Administrative Coordination (60%), Event Coordination (30%), and as a Data Assistant (10%). The candidate should have a strong technology background in or aptitude to quickly learn project management and web software, Microsoft, MS Teams, Qualtrics, and SharePoint.


Specific Duties & Responsibilities


Administrative Coordination

  • Act as front-office contact; greet visitors (including departmental faculty, staff, and students as well as outside visitors), answer incoming phone calls, and respond to requests by faculty, staff, and students.
  • Provide high-level administrative support for the Office of the Chair.
  • Manage the Chair's calendar and travel (requires familiarity with Microsoft Office applications including Outlook calendar and email, ability to coordinate Doodle Polls for meetings, and familiarity with Zoom).
  • Manage the Chair's Office email inbox including prioritizing, sorting, and ensuring prompt responses to all inquiries.
  • Organize and manage department meetings including monthly faculty meetings, quarterly staff meetings, committee meetings, and other meetings as assigned.


Event Coordination

  • Lead the planning and coordination of department events including holiday parties, faculty recognition celebrations, and candidate site visits.

  • Work with vendors on all aspects of event coordination including venue acquisition, event set up/break down, catering services, floral orders, and gift preparation.

  • Serve as the liaison between the Chair's Office and the School's Special Events Team to ensure smooth execution of events.

  • Work with the Communications Associate to promote events and track attendance.


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

  • Advanced calendar management skills.
  • Strong written and oral communication skills.
  • Demonstrated ability to effectively work on teams with people from diverse backgrounds.
  • Highly organized and detail oriented.
  • Advanced working knowledge of all Microsoft Office Suite software packages and Zoom.


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 
Job Posting Title (Working Title): Sr Administrative Coordinator   
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.25 - $36.90 HRLY (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: 10001101-Epidemiology 
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 3-4 days a week

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