Career Center

The Department of International Health is seeking an Administrative Coordinator. The Administrative Coordinator will provide clerical, administrative and financial support. This position will report directly to the Sr. Financial Manager. The administrative duties include schedules calendars, answer calls and organizes and coordinates domestic and international travel arrangements, meetings, conferences and workshops. Assist with Accounts Payable Activities.

Specific Duties & Responsibilities

Administrative Support (80%)

General Administrative Support

• Provide administrative assistance to the IIP faculty, including handling all travel needs, organizing mail, updating the curriculum vitae, placing supply orders and managing the electronic calendar.
• Answer calls and direct to appropriate offices as necessary.
• Greet and direct visitors to meetings and other duties as required.
• Represent and effectively communicate with guests, faculty, domestic and international professional colleagues over telephone, in person and written correspondences.
• Prepares and processes shopping carts, telecom request and ticket help request.
• Maintain inventory of office supplies.
• Arrange for outgoing courier packages and sort/distribute incoming mail and delivery daily.
• Other duties as assigned

Logistics Responsibilities

• Create interactive forms which allow participants to provide hotel, catering, and transportation needs to the meeting planner.
• Execute all aspects of meeting, event and conference arrangements, which can include ensuring participants arrival methods, lodging arrangements, catering and A/V and any ad hoc requests.
• Develop logistics budget projections and track expenses in all areas of meeting planning.
• Schedules division conference room use

Document Maintenance Responsibilities

• Prepare minutes from coordinated meetings.
• Prepare and edit presentation materials for meetings, conferences, lectures and events.
• Conducts library research and participates in editing and preparing manuscripts, scientific illustrations, references for manuscript, computer graphics for publication and ensure compliance in the submission process.
• Provide assistant with formatting and collecting required materials for grant proposals such as compiling curriculum vitae?s and providing meeting/travel budget projections.
• Maintains electronic copies of documents in files.

Accounts Payable Responsibilities (20%)

• Prepares and processes online check requests, non-employee travel reimbursements and employee advances and reimbursements.
• Ensure completeness and accuracy of documentation according to University policy.
• Tracks and follows up on all payments and travel reimbursements to ensure that funds transferred in a timely manner.
• Coordinates with new and active vendors to ensure that vendor numbers and banking information are accurately set up in the SAP system.
• Keep up to date on all policies and processes associated with travel reimbursements, payments and vendor set up.

• Demonstrate flexibility and re-establish priorities and work plans to compensate for unanticipated changes in work volume to adequately meet the administrative needs as deemed necessary.
• Demonstrate highly developed oral and written communication and interpersonal skills, pleasant demeanor and professional attitude.
• Demonstrate the ability to relate well and work with all levels of staff.
• Must be highly organized.
• Must be able to maintain confidentiality.
• Ability to multitask in a changing working environment.
• Learn and use new programs and technologies to perform job.
• Perform duties without direct supervision or guidance on a regular basis.
• Team player.

• High School Diploma or graduation equivalent.
• Three years related experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

• Bachelor?s Degree.
• Experience using SAP travel systems.
• Proficiency in Microsoft Office; knowledge of Word and Excel required.
• Proficient use of Adobe, MS Suites and other electronic sources of information.

Classified Title: Administrative Coordinator 
Job Posting Title (Working Title): Administrative Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday- Friday 8:30am-5:00pm 
FLSA Status: Non-Exempt 
Location: Hybrid: On-site 3-4 days a week 
Department name: 10001147-Institute for International Prgms IIP 
Personnel area: School of Public Health 

About Johns Hopkins University

Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.

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