Share this Job
Job Req ID:  96597

Sr. Administrative Coordinator

At the Johns Hopkins Center for Communication Programs (CCP), we believe in the power of communication to save lives, by empowering people to adopt healthy behaviors for themselves, their families and their communities. Through decades of experience, innovation and research we have proven that communication works. What we do has increased the use of modern contraceptive methods to better space pregnancies and the use of bed nets to prevent the spread of malaria and inspired more people to be tested and treated for HIV. It has helped people access clean water and helped more children get vaccinated. It has provided lifesaving information on threats such as Ebola and COVID-19, giving people the knowledge they need to protect themselves from serious harm. With projects in more than 40 countries across Africa, Asia and Latin America along with work in our hometown of Baltimore, CCP’s portfolio spans the globe.

 

Breakthrough ACTION is a five-year cooperative agreement funded by the United States Agency for International Development (USAID) to lead their social behavior change (SBC) programming around the world. Breakthrough ACTION is a partnership led by CCP, in collaboration with Save the Children, ThinkPlace, ideas42, Camber Collective, International Center for Research on Women, and Viamo. The project works in partnership with governments, civil society and communities to implement creative and sustainable SBC programming, nurture SBC champions, mainstream new techniques and technologies and advocate for strategic and sustained investment in SBC.

 

We are seeking a Senior Administrative Coordinator who provides both administrative support to Breakthrough ACTION global family planning and malaria portfolios, which includes interacting with internal JHU staff as well as external partners and other stakeholders from countries around the world. As such, the role requires the ability to manage complex administrative tasks and navigate different technology platforms as well as strong interpersonal and communication skills.  

 

In addition to your resume, please include a cover letter with your application.

 

Specific Duties & Responsibilities:

  • Organize virtual (Zoom) and in-person meetings, organize Doodle polls to schedule meetings, help develop meeting agendas, prepare meeting materials and support technology requirements using Zoom including holding test calls, helping set up breakout rooms, and troubleshooting during meetings.
  • Support procurement processes, including helping program staff to develop requests for proposals, collecting and organizing proposals received from bidders, scheduling the proposal review process and meetings and taking notes, communicating with vendors as indicated by program staff, and collecting all necessary financial, legal and contractual paperwork from selected vendors as required by JHU procurement policies.
  • Coordinate translation of materials, including obtaining quotes from vendors, developing work orders, tracking progress, routing invoices, and managing communication between translation vendors and CCP staff.
  • Route vendor invoices to finance for payment with program staff approval.
  • Support hiring of consultants by collecting and routing the necessary paperwork required by JHU, ensuring all documents are complete and duly signed. Route consultant invoices for payment with approval of program staff.
  • Support staff in arranging domestic and international travel, including managing visa applications and passport renewals.
  • Monitor receipt of items and organize invoices and reimbursements for payment and budget reconciliation.
  • Exercise a high level of independent judgment in triaging requests and resolving issues.
  • Effectively communicate with CCP and Breakthrough ACTION team members.
  • Maintain confidential databases and shared files, email listservs, and events calendar.
  • Assist with recruitment, including interview scheduling and follow-up.
  • Manage large- and small-scale event planning, including issuing invitations, tracking acceptances, managing conference lines, and making catering orders.
  • Document, and as necessary update standard office processes and procedures.
  • Supporting knowledge management, including managing team files and following up on activities and projects.
  • Represent CCP in internal (JHU) and external relationships with professionalism and diplomacy.
  • Handle special projects and other duties as required.

 

Minimum Qualifications (Mandatory):

  • High School Diploma/GED.
  • Five (5) years progressively responsible administrative experience.
  • Additional education may substitute for some experience, to the extent permitted by JHU.*

 

* 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:

  • Bachelors Degree.
  • Experience in SAP and other JHU systems.
  • Working proficiency in one additional language (French, Spanish and/or Portuguese)

 

Special Knowledge, Skills & Abilities:

  • Highly motivated self-starter with the ability to apply planning and project management skills to a range of program and administrative work/situations as needed with efficiency.
  • Perform duties without direct supervision or guidance on a regular basis. Takes initiative, is proactive and anticipates the needs of the team.
  • Ability to work in a fast-paced, collaborative environment while staying flexible to changing priorities.
  • Respond to requests and urgent matters quickly and creatively.
  • Possess excellent organizational skills and attention to detail to track and/or manage various projects and priorities while maintaining a high degree of accuracy and prioritizing workflow.
  • Proficient in upholding a high level of confidentiality through adherence to established protocols and guidelines.
  • Adept in effectively communicating through strong oral and writing skills, including communicating with people from different countries and cultures.
  • Experienced in writing and editing professional letters, reports, and documents.
  • Demonstrate excellent interpersonal communication skills with the ability to diffuse difficult situations involving internal and external customers.
  • Fluency with Microsoft Office (Word, Excel, Power Point, Outlook), SAP (preferred), Airtable (preferred) and skilled in online research.
  • Proficient in managing Zoom meetings.
  • Willingness to learn how to use CCP’s digital management and administrative tools, which include OneDrive, Airtable, Google docs, an intranet, and others.
  • Ability to use technology to create administrative efficiencies and interest in staying technically current and mastering new software and university online systems.
  • Willingness to work beyond standard business hours on occasion to accommodate meetings across international time zones

 

Classified Title: Sr. Administrative Coordinator 
Role/Level/Range: ATO 40/E/03/OF  
Starting Salary Range: $
42,432.00-$58,344.00
Employee group: Full Time 
Schedule: M-F, 8:30-5 
Exempt Status: Non-Exempt 
Location: ​​​​​​​JH at 111 Market Place  
Department name: ​​​​​​​Ctr for Communication Programs CCP  
Personnel area: School of Public Health 
​​​​​​​

 

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

 

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
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.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 accessibility.jhu.edu.

 

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. 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. 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 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.

 

Note: Job Postings are updated daily and remain online until filled.

 

 

JH at 111 Market Place