The Sr. Administrative Coordinator provides support to the Bill & Melinda Gates Institute for Population and Reproductive Health at the Johns Hopkins School of Public Health, including immediate support of the Director of the Institute and the Senior Program Officer II of the Anchor Grant. The position deals with a wide range of external and internal high-level professionals and with highly sensitive, privileged and confidential subject matter.
The Bill & Melinda Gates Institute for Population and Reproductive Health (GI) is an academic-based institution focusing on family planning, reproductive health and population issues in the developing world. This position is a full-time position based at the Johns Hopkins Bloomberg School of Public Health, Baltimore, MD. For information about GI, please visit www.gatesinstitute.org.
The projects that the Sr. Administrative Coordinator will support are:
Anchor Grant, which aims to fill critical gaps in knowledge and generate new evidence to address questions that drive social change by pioneering research innovations and improving research methodologies. This program also plans and runs the biannual International Conference on Family Planning.
The position also broad supports Performance and Monitoring for Action (PMA), a project grounded in an innovative mobile-based resident enumerator infrastructure that enables timelier and more accurate reporting of performance, Advance Family Planning (AFP), advocacy to implement country and subnational-level changes and The Challenge Initiative (TCI), a business unusual global urban reproductive health program.
The primary duties and responsibilities of the job include:
Administrative Support of the Institute Director and the Anchor Grant Principal Investigator and Senior Program Officer II
Assist with managing external and internal high-level meetings on behalf the Institute Director and Senior Program Officer II, including compilation and prep of materials, confirmation of meeting details, assisting with communication and other details as needed, and prioritizing meeting requests and response times.
Make travel arrangements and produce materials for individual and group meetings and trips (international and national) which include booking hotels and transportation, creating itineraries, garnering visas and participant background briefings
Prepare and edit correspondence for Leadership Team
Maintain the virtual Gates Institute handbook
Assist Director and SPO while they are on the road (e.g. changing travel accommodations) and problem-solve as issues arise
Handle post-trip needs which include completing travel reimbursements, reconciling trip expenses and credit card statements, entering travel notes and capturing work plan data
Assist in planning events directly related to the Gates Institute Team, including event logistics, RSVPs, budgetary tracking, name tags, place cards, other materials, and follow-up emails and calls
Administrative Support for Gates Institute Projects
Provide front office support, including interaction with office guests, office phone coverage, taking and recording event RSVPs, as needed
Routinely interact with GI program staff from AFP, PMA and TCI, Anchor Grant (International Conference on Family Planning, NextGen/120 Under 40, Demographic Dividend, etc.) faculty, funders, volunteers, CEOs, and students via telephone, email, and mail, and update All-staff listserv and other databases
Assist all GI programs with hiring and H1B submissions (through Dept. Administrator/HR) and procedures and help onboard hired staff – including updates of GI policy guide, keys, Dropbox, business card orders, office set-ups/moves, update door signs, mailboxes, and work with Telecom to reset phones and ID calling
Manage Dropbox, Sharepoint, Survey Monkey, and Airtable accounts for Gates Institute
Schedule Zoom and conference rooms for events and meetings (work with JHSPH and PFRH Department for room reservations and event scheduling when appropriate)
Schedule, attend, and assist with the management of monthly GI seminar, GI All-staff meetings and other team meetings and activities and local and international special events) – including meeting set-up and invitation, dissemination and management, food order and delivery, event/announcement signage for visitors and students, name plates for speakers, travel arrangements, shipping logistics, guest list/listserv updates, check-in, name badges, honoraria for speakers, agenda distribution, notetaking, final document distribution, etc.)
Monitor general emails for GI, including the International Conference on Family Planning
Keep event materials storage room organized and stocked
Purchase and maintain office supplies using Shopping Cart in the JHU SAP system (e.g. coffee, tea, pens, lanyard, etc.).
Sort and distribute mail and manage deliveries from campus courier
Submit help desk tickets for IT, building, and room issues
Report repairs needed to building engineers and submit work orders
Track and monitor emergency travel information for GI employees
Manage the kitchen & the front office suite area.
Open the front office area each day (once given green light for GI staff to be back in the office)
Perform other administrative duties, as assigned.
High School Diploma/GED. 5 years progressively responsible administrative/office/program experience, preferably in an NGO or academic environment
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Excellent telephone skills and an ability to maintain a professional demeanor in interactions both internal and external to the Institute
Excellent written and oral communication skills required
High level organizational skills with keen attention to detail and the ability to prioritize multiple responsibilities
Ability to work independently as well as part of a team
Proficiency with all Microsoft Office programs, Outlook, databases/spreadsheets, procurement sites, etc.
Bachelor's degree preferred.
Experience working on international projects
French language skills
Familiarity with Johns Hopkins technology systems (SAP, Ad Astra, JIRA, and ISIS)
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 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: Sr. Administrative Coordinator Working Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $19.82 – $27.27 Employee group: Full Time Schedule: M-F 8:30 - 5 Exempt Status: Non-Exempt Location: 05-MD:School of Public Health Department name: 10001207-PFRH Gates Institute Personnel area: School of Public Health
The successful candidate(s) for this position will be subject to a pre-employment background check.
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