We are seeking a Senior Administrative Coordinator who provides both administrative support to the Director as well as managing complex administrative processes to support the operations of the Center, and interacting with students, faculty and guests. Given how visible and outward looking this position is, the role requires tact, and strong interpersonal and communication skills.
Specific Duties & Responsibilities:
Organize meetings, help develop meeting agendas and prepare meeting materials.
Manage task files and follow up on activities and projects, staying informed regarding all ongoing projects for the Director.
Administratively support the Director of The Johns Hopkins International Injury Research Unit (JH-IIRU) including: schedule appointments for the Director, anticipate and resolve schedule conflicts, arrange travel, and serve as point of contact for the Director’s office.
Exercise a high level of independent judgment in triaging requests and resolving issues for a variety of constituencies.
Effectively communicate with the JH-IIRU Leadership Team (including participating in meetings and taking minutes), administrative leaders, faculty, students, and other staff, on behalf of the Director.
Manage inventory of office supplies.
Monitor receipt of items and organize invoices and reimbursements for payment and budget reconciliation.
Maintain confidential databases and shared files, email listservs, as well as the JH-IIRU events calendar.
Assist with Faculty searches, appointments, promotions and evaluations, including meeting scheduling, making room reservations, setting up guest itineraries, composing memorandum for internal distribution, and supporting travel arrangements.
Manage large and small scale event planning (such as faculty and staff meetings, special seminars) including issuing invitations, tracking acceptances, managing conference line, and making catering orders.
Document, and as necessary update standard office processes and procedures.
Represent JH-IIRU in internal (JHU) and external relationships with professionalism and diplomacy.
Handle special projects and other duties as required.
High School Diploma/GED. Five (5) years progressively responsible administrative experience. Additional education may substitute for some experience, to the extent permitted by the JHU
Bachelors Degree. Experience in SAP.
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.
Proficient in upholding a high level of confidentiality through adherence to established protocols and guidelines.
Adept in effectively communicating through strong oral and writing skills.
Experienced in writing and editing professional letters, reports, and documents.
Demonstrate excellent customer service with the ability to diffuse difficult situations involving internal and external customers.
Fluency with Microsoft Office (Word, Excel, Power Point, Outlook), SAP (preferred), and skilled in online research.
Ability to use technology to create administrative efficiencies and interest in staying technically current and mastering new software and university online systems.