Sr. Administrative Coordinator

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.

The goals of the behavioral and mental health projects are to evaluate the impact and efficacy of projects aimed at improving health outcomes for and with Native American families and communities. Study data results will focus on public health outcomes specific to the approved protocols at the worksite.

We are seeking a Sr. Administrative Coordinator who will primarily oversee the day-to-day administrative tasks for various research studies at the site. They will interact with the investigators, collaborators, and participants in a research environment. This person will assist in carrying out research in accordance with good clinical practices in such activities as obtaining informed consent, data and specimen collection, and participant follow-up over time.

Specific Duties and Responsibilities

1. Ensure smooth coordination of the day-to-day administrative operations of programs within the Center for Indigenous Health. Functions as an information resource and provides assistance for the Program Manager and leadership team, faculty and staff, as well as community stakeholders.
2. Works closely with the Center’s Administrative Team to support budget coordination - procurement, expenditure processing, justification and reconciliation.
3. Coordinates meetings, prepares and distributes meeting materials, agendas, notes and follows up on pending items.
4. Maintains the Program Manager’s electronic calendar for multiple meetings and handles frequent requests.
5. Coordinates national/international travel arrangements. Submits travel reimbursements and invoices through the Concur and SAP systems.
6. Ensures that the Program Manager is prepared for travel, meetings and appearances by coordinating, collecting, and providing materials in a timely fashion.
7. 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.
8. 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.
9. Applies strong writing skills to draft, proofread, and edit a variety of written materials such as letters, other correspondence, and presentations.
10. 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.
11. Monitors, maintains and orders office supplies and small office equipment.
12. Represents the Center effectively and professionally.
13. Re-establishes priorities and work plan to compensate for unanticipated changes in work volume to adequately meet departmental needs as deemed necessary.
14. Consistently uses discretion when discussing confidential matters. Routinely deals with highly sensitive information and material, maintaining an atmosphere of strict confidentiality.
15. Works on special projects as requested and performs other duties as required.

Special Knowledge, Skills, and Abilities

1. Excellent professional judgment, discretion, and maturity.
2. 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.
3. Strong organizational and data management skills and experience.
4. Efficient and detail-oriented.
5. Independent learner and worker.
6. Flexible and adaptable.
7. Ability to effectively multi-task.
8. Self-motivated.
9. Knowledge of the community geography, ability to locate participant homes and navigate rural roads effectively and safely.
10. Good oral and written communication skills, including public speaking with large and small groups.
11. Ability to operate a telephone, printer, fax, copier, and computer with software use experience in Microsoft Word, Excel, & Power Point.
12. Ability to drive a project vehicle as needed and to follow guidelines on vehicle use.
13. Ability to follow worksite guidelines on personal and work cell phone use.
14. Ability to take direction and respond positively to feedback in the workplace.
15. Ability to travel as needed, including overnight trips for extended periods of time.
16. Valid driver’s license issued by the state of residence with a good driving record.
17. Some flexibility is required to ensure that evening and weekend work is completed for some projects.
18. This position will maintain background clearance as required by the employer and any collaborating agencies.

Minimum Qualifications

1. High School Diploma or graduation equivalent.
2. Five years progressively responsible administrative experience.
3. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

1. A year of related experience in research.
2. Familiarity with community geography, culture and customs.

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: 8:30am – 5:00pm
Exempt Status: Non-Exempt
Location: MD - Other Location
Department name: 10001145-Center for Indigenous Health
Personnel area: School of Public Health