Sr. Administrative Coordinator

We are seeking a Sr. Administrative Coordinator who will work closely with the position’s supervisor, the Principal Investigator (PI) of the Gender Equity Unit (who also serves as an Associate Professor) in the Department of Health, Behavior and Society, to lead special projects as well as day to day operations of the unit. Responsibilities are heavily focused on interaction with key stakeholders from various high-level collaborators and partners from 25+ countries. This position requires varied, high level administrative expertise. Project assignments require considerable research, initiative, independent discretion, as well as familiarity with the operations of the unit, department, school, and university.

Specific Duties & Responsibilities

• Provide comprehensive administrative support, including scheduling and calendarizing, organizing calls and activities with internal and external (to JHU) partners, support for travel and reimbursements, and submission of manuscripts and reports.
• Write, draft, and edit necessary correspondence related to the project, including involving responding to requests, inquiries, and disseminating information to faculty, staff, and students as well external colleagues.
• Compile and document any information necessary in preparation for meetings, including scheduling, making venue reservations, setting up guest itineraries as required, composing memos for internal distribution, and supporting travel arrangements.
• Maintain and organize all related documents and folders for the project faculty and staff.
• Maintain confidential databases and shared files. Take notes and file documents from team meetings.
• Manage small- and large-scale event planning (such as work planning meetings, regional trainings) including issuing invitations, tracking acceptances, managing remote access, and placing catering orders.
• Keep track of mailing lists.
• Track paperwork and payments for all vendors, consultants, and subcontractors in collaboration with the Department’s budget and finance staff.
• Support the scheduling and dissemination of a gender equity seminar series (including arrangements for guest speakers, announcements, and flyers).
• Cooperate with various university offices, particularly Student Affairs, HR, and IT regarding the Unit’s operations.
• Responsible for ad hoc Unit initiatives and researching best practices, developing programs, and ensuring the necessary support for these along with recurring initiatives (e.g., speaker series, annual reports, and team retreats).
• The unit’s PI produces a significant volume of correspondence that requires taking initiative to know current issues, people and events and be able to have a comprehensive understanding at a level that allows critical thinking necessary to ensure accurate communication.
• Responsible for understanding and following international faculty and student visitor policies and initiating visa requests.
• Monitor unit’s office workflow, assign projects, develop documentation of policies and office procedures as part of continuous improvement emphasis in unit operations.
• In collaboration with the departmental administrator, responsible for efficient office management including office space and equipment, purchase of office and meeting supplies, management of IT needs, copiers, computers, printers, audio-visual equipment.
• Represent the JHU team in internal and external relationships with professionalism and diplomacy.
• Other activities as required by the project.

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.
• 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.
• Effectively communicating through strong oral and writing skills.
• Experienced in writing and editing professional letters, reports, and documents.
• Skilled in online research.
• Ability to use technology to create administrative efficiencies and interest in staying technically abreast of new software and university online systems.

• High School Diploma or graduation equivalent.
• Five years progressively responsible administrative experience.
• Additional education may substitute for