Sr. Administrative Coordinator

We are seeking an Sr. Administrative Coordinator who will work in a fast paced and demanding environment and must be able to function independently. This position provides general office management support to the Center Administrative Team and assists with office workflow, scheduling, recruitment, onboarding and performance management in a research environment.

The Center for Indigenous Health (CIH) is located administratively within International Health at the Johns Hopkins Bloomberg School of Public Health. The core activities housed at CIH include research studies of infectious diseases, behavioral and mental health, and various training programs. The CIH works in partnership with communities to promote Indigenous well-being and health leadership to the highest possible level.

Specific Duties & Responsibilities

• Ensure smooth coordination of the day to-day administrative operations of programs within the Center for Indigenous Health. Functions as an information resource, and provide assistance for the Administrative Team, faculty and staff.

• Works closely with the Center’s Administrative Team to support training and education of program coordinators and team leads.

• Prepares slides and newsletters for weekly communication with team leads.

• Coordinates meetings, prepares and distributes meeting materials, agendas, notes and follows up on pending items.

• Maintains the team’s electronic calendar for multiple meetings and handles frequent requests.

• Ensures that the Program Managers and team members are prepared for travel, meetings and appearances by coordinating, collecting, and providing materials in a timely fashion.

• Develops or revises filing system to maintain academic, administrative, donor and other relevant files and record keeping systems. Organizes and maintains electronic files of correspondence.

• Applies strong writing skills to draft, proofread, and edit a variety of written materials such as letters, other correspondence, and presentations.
• Compiles data for preparation of various periodic ad hoc reports. Locates and compiles information and formats reports, graphs, tables, records and other sources of information, assembles and categorizes data for written computation and calculations.

• Monitors, maintains and orders office supplies and small office equipment.

• Represents the Center effectively and professionally.

• Re-establishes priorities and work plans to compensate for unanticipated changes in work volume to adequately meet departmental needs as deemed necessary.

• Consistently uses discretion when discussing confidential matters. Routinely deals with highly sensitive information and material, maintaining an atmosphere of strict confidentiality.

• Arranges special luncheons and dinners, catering, invitations, room arrangements, schedules conferences, banquets and other special functions for visitors to the Center. Plan, coordinate and/or support routine and special events, activities, meetings, seminars, presentations and help host visitors; this includes but is not limited to, reserving rooms or venues, setting up, tearing down and cleaning rooms, ordering or purchasing and setting up food and supplies, and audiovisual set-up or coordination; schedule meetings for various individuals or groups of staff by finding dates, times and meeting space and communicate appropriately.

• Coordinates national/international travel arrangements. Submits travel reimbursements and invoices through the Concur and SAP systems.

• Works on special projects as requested, and performs other duties as required.

Special Knowledge, Skills, and Abilities

• Excellent professional judgment, discretion, and maturity.

• Excellent interpersonal skills, including effective communication and emotional intelligence, and demonstrated strengths in collaboration, negotiation, conflict resolution and mediation, and problem solving and decision-making.

• Strong organizational and data management skills and experience.

• Efficient and detail-oriented.

• Independent learner and worker.

• Flexible and adaptable.

• Ability to effectively multi-task.

• Self-motivated.

• Good oral and written communication skills, including public speaking with large and small groups.

• Ability to operate a telephone, printer, fax, copier, and computer with software use experience in Microsoft Word, Excel, & Power Point.

• Ability to drive a project