Sr. Administrative Coordinator

We are seeking aSr. Administrative Coordinatorwho will provide clerical and administrative support to the Director, Financial Manager and Faculty for the Institute of International Programs (IIP) within the Department of International Health. The administrative duties include complex scheduling calendars and shifting appointments as necessary, answering calls, adjusting and planning meetings for IIP director, assigned faculty and international collaborators. Organizes and coordinates logistics for domestic and international meetings, conferences and workshops and provides in-person administrative support. Supports faculty recruitment process by scheduling interviews, making travel and lodging arrangements, as required. Lead the processing of faculty appointment and promotion request. Responsible for document maintenance for technical reports, manuscripts, and publications. Assist IIP faculty with sponsored grant communications. Assist Institute Director and Financial Manager in developing and implementing IIP policies and procedures. Supervise IIP Administrative Coordinator.

Specific Duties & Responsibilities

Administrative Support (60%)

• Provide complex administrative and secretarial support at a senior level to the Director of the Institute.
• Manage calendaring, extensive itineraries and travel arrangements (domestic and foreign) for the Director for all internal and external in person, hybrid and remote meetings, appointments, invitations, and events, including determining scheduling priorities, proactively prevent conflicts and maximize efficiencies.
• Develop, coordinate, and organize electronic and paper files for the Director of IIP inclusive of travel related documents, CV, publications, recommendation letters, nomination materials, research articles and IRB paperwork while maintaining confidentiality.
• Plan, organize and oversee IIP administrative practices and procedures including regular communication of updates, creation and maintenance of materials, guides and resources and coordinate and lead biweekly staff meetings.
• Assist in the preparation of materials for grant proposals and renewals, including gathering data, editing content, formatting documents, and compiling key personnel curriculum vitae's and provide domestic and foreign logistics budget projections based on historical data.
• Provide orientation and onboarding materials to new non-tenure track faculty, staff and students including office set up, equipment assistance, ensuring employee has received all necessary paperwork i.e., handbooks, policies, and procedures, creating first day schedule, arranging meetings with new team members and introductions, office tours, and answering any queries.
• Collaborate with IIP faculty to post non-tenure track faculty and student positions through various online platforms as requested and further advertise within the International Health department.
• Assist IIP faculty with hiring search and selection, including collecting applicant materials (curriculum vitae's, cover letters, and references), storing and sharing the files with the hiring committee, liaise with candidates to schedule phone and in-person interviews and travel arrangements, as necessary.
• Work closely with financial manager on offboarding procedures of faculty and staff including return of office equipment and supplies, JHU materials i.e., keys and badge, and office space turnover to ensure smooth transition.
• Lead IIP procurement card and responsible for program purchases while tracking spending, allocating and reconciling charges.
• Prepare and place office and research supplies shopping carts through SAP.
• Work with JHU purchasing to get event contracts signed.
• Manage IIP office equipment and supplies, ordering as needed and ensuring all equipment purchased or loaned is tracked with thorough and accurate records.
• Assist Financial Manager on implementing the University travel regulations and sponsor's policy to stay in compliance and recommend operational processes and workflows to enhance IIP functions.

Supervisor (10%)

• Supervise IIP administrative coordinator, conduct midyear and annual evaluations.

• Serves as IIP administrative coordinator back-up on accounts payable processing such as vendor invoices, non-employee expense reports, Concur and Payment Works vendor add request, as needed.
• Serves as IIP administrative coordinator back up on grants administrative support such as meeting scheduling/minutes and logistics request, as needed.

Logistical Coordination (20%)

• Work directly with the Principal Investigators (PI) and Research Project Managers to develop, prepare and execute small to large complex in-personal, hybrid and remote meetings, conferences, workshops, trainings and special events domestically and internationally across the Institute for International Programs (IIP).
• Responsible for sourcing, organizing, booking, tracking and handling all travel requests for IIP faculty.
• Conduct high quality vendor searches for venues, catering, equipment and special events within a timely fashion to meet PI and Research Project Managers needs while ensuring options are reasonable and within budget.
• Work closely with locale hiring entities and serve as the initial point of contact to coordinate logistics for meetings and events such as airfare, lodging, airport and ground transportation, rental cars, translation services, meeting space, catering, audio and visual equipment, and foreign vendor payments.
• Provide detailed itineraries to all meeting attendees in advance of travel including but not limited to details on airfare, lodging, meals, meeting dates/times, agendas, background materials, evening events and reimbursement instructions.
• Travel and attend in-person, hybrid and remote meetings, workshops, and conferences, in various domestic and international locations to support logistical needs of meeting attendees, assist with coordination of vendors, provide live technical assistance and address potential problems when they arise.
• Provide high-level administrative assistance to faculty, students, staff and external partners including handling travel needs, visa application assistance, updating curriculum vitae's, calendar management, conference call scheduling, and placing supply orders.
• Assist with preparation and management of travel visa, passport, and custom situations for IIP faculty and external partners including drafting and finalizing required visa letters and proper submission and mailing of documents.
• Develop budget projections for meetings and events, track expenses in all areas of meeting planning and share final costs with finance team and project coordinator(s).
• Analyze and evaluate meeting and event results via survey and verbal feedback to ensure successful outcomes and identify areas for future improvement.

Communications (10%)

• Create meeting minutes from coordinated meetings and maintain records.
• Assist Principal Investigators (PI) and research scientists/associates with preparation of documents including editing and formatting of presentation materials such as word documents, PDFs, excel tables and PowerPoint slides for meetings, workshops, and conferences.
• Develop, compile, and distribute meeting and presentation materials in advance and through various channels, such as email, Dropbox and printing.
• Arrange webinars and virtual workshops for various projects including invitations, setting up registration and tracking.
• Assist with maintenance of IIP, Countdown and Improve webpages including regular content updates and implementation of design changes.
• Responsible for oversight and management of IIP central and Countdown email inboxes, including addressing all incoming emails and/or routing as necessary.
• Arrange and execute remote meetings and events in Zoom and Microsoft Teams including scheduling, hosting, registration, recordings, breakout rooms and polls.
• Communicate operating policies, announcements, and correspondence by email to all IIP faculty and staff on behalf of the director, sr. financial manager, and/or administrative and finance team.

Additional Knowledge, Skills & Abilities

• Demonstrates highly developed oral and written communication and interpersonal skills, pleasant demeanor and professional attitude.
• Demonstrates the ability to relate well and work with all levels of staff.
• Must be highly organized.
• Proficient use of electronic information systems such as the internet, email, and other electronic sources of information.
• Proficient in use of software applications including but not limited to Excel, Word, PowerPoint, Adobe, and Outlook.
• Demonstrates proficiency with office hardware (personal computer, USB drives and printers).
• Ability to learn and use new programs and technologies to perform job.
• Acts proactively and independently, exercise good judgment, think creatively to manage complex projects and be someone who can work with multiple interruptions and still stay on task.
• Performs duties without direct supervision or guidance on a regular basis.
• Ability to proof-read, prioritize, and handle multiple tasks.
• Ability to set and meet deadlines.

• 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.

• International logistics.

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 w/exp.)
Employee group: Full Time
Schedule: Monday- Friday 8:30am-5:00pm
FLSA Status:Non-Exempt
Location:School of Public Health - East Baltimore Campus
Department name: 10001147-Institute for International Prgms IIP
Personnel area: School of Public Health