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.

• 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.

• 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