The Office of External Affairs encompasses three teams: 1) Communications and Marketing; 2) Development and Constituent Relations and 3) Finance and Administration. The Finance and Administration team provides business operations support and includes administrative, finance, development and special events staff who work collaboratively with colleagues in Communications and Marketing and Development and Constituent Relations.
As the #1 school of public health in the country and the oldest independent, degree-granting school of public health in the world, the Bloomberg School of Public Health offers unparalleled opportunities for mission-driven creative work at the highest levels.
We are seeking an Administrative Coordinator who will report directly to the Sr. Financial Analyst and will provide complex administrative support to the Associate Dean for Communications and Marketing and works closely with staff on the Communications and Marketing (C+M) team. The award-winning Communications and Marketing team supports the School and its community by serving as a go-to trusted source of public health information for a broad audience and by compelling prospective students, faculty, donors, and partners to participate in that mission. The School's publishing spans website, magazine, podcast, email and social media channels; Global Health NOW, press releases, earned media, and other channels with the goal of sharing and translating the School's most impactful work and the power of public health to a broad audience.
Specific Duties & Responsibilities:
Proactively maintain and manage the Associate Dean's electronic calendar which includes arranging meetings with deans, department chairs, faculty, volunteers and external constituents by regularly reviewing and rescheduling appointments as necessary to avoid meeting conflicts and coordinating with other coordinators as needed
Coordinate meetings and/or luncheons with internal and external stakeholders and the communications and marketing team, faculty, staff, and students, which includes reserving rooms, catering, requesting audio/visual equipment, and assisting with agendas and programming
Assist with scheduling interviews for prospective candidates with the appropriate staff by preparing itineraries and handling communications with candidates.
Work with C+M staff to hire freelance contractors which includes contacting the contractors to obtain and forward signed independent contractor agreements to appropriate parties for signature and processing. Manage workflow for other contractual agreements including submitting for signature. Track progress and follow up on non-responses as needed.
Work with Budget Specialist to set up new vendors in the financial system and submit invoices for processing.
Manage department purchasing card. Use the card to make purchases including but not limited to conference fees & registrations, award entries, advertisements, and business supplies. Reconcile charges monthly, including compiling and submitting receipts and other supporting documentation, and properly allocating expenses.
Coordinate IT, facilities, housekeeping, and multimedia help tickets for C+M projects and meetings.
Maintain, request and compile mailing lists for the Hopkins Bloomberg Public Health magazine and other mailings utilizing both the subscriber database and the ALADIN system.
Manage the delivery and distribution of the Hopkins Bloomberg Public Health magazine throughout the School, ensuring magazine racks in all buildings are regularly stocked and that copies are distributed to Hopkins affiliates such as the Homewood campus.
Provide support to communications and marketing projects as assigned. This support could include web content entry, social media, video production, photography production, analytics and other such tasks.
Provide administrative support for special projects involving the Associate Dean or the C+M team, including conducting research in preparation for meetings, distributing agendas, meeting materials and minutes, serving as a team member or lead on some special projects and events, drafting presentations and other materials using PowerPoint, Excel or other software. Serve as a backup to answer the main Communications telephone line and direct calls to the appropriate person.
Ensure the after-hours C+M voicemail contact is updated when needed.
Provide high level professional customer service to internal and external constituents when representing the department, communications team and the Associate Dean.
Work with the Finance and Administration team on special projects as necessary.
Apply discretion and diplomacy while working with sensitive or confidential information to advance the priorities of the Associate Dean, in coordination with various teams and stakeholders.
Minimum Qualifications (Mandatory):
High School Diploma
Three years' administrative experience required. Related coursework at the college level may be substituted for experience.
Strong written and verbal communication skills
Ability to juggle multiple tasks and projects successfully and promptly.
Bachelor's Degree preferred.
Experience supporting leadership and finance tasks a plus.
Experience and/or interest in communications and marketing a plus.
Special Knowledge, Skills & Abilities:
Qualified candidate must possess strong organizational, time management, and problem-solving skills and a solid attention to detail.
Excellent written and oral communication skills and a professional demeanor are required for this position. Inter and intra-office communication and teamwork skills are critical.
Qualified candidate must be a team player with the ability to work independently.
This position also requires someone who has a demonstrated ability to multi-task and to function in an extremely fast-paced environment.
Technical Qualifications or Specialized Certifications:
Candidates must be proficient using Microsoft Office suite of software and the ability to learn new software.
Must be able to move around the campus to deliver materials, must be able to retrieve supplies and publications from storage room, and deliver to various locations on campus.
Must be able to lift 20 lbs.
Will work closely with budget managers and assist with tracking expenditures but will not manage budget.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for the required education on the same basis. 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.
Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.42 - $23.95/hr (commensurate with experience) Employee group: Full Time Schedule: Monday-Friday 8:30 a.m. - 5:00 p.m. Exempt Status: Non-Exempt Location: School of Public Health Department name: Communications and Public Affairs Personnel area: Academic and Business Centers
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at email@example.com. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. 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.
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