Senior Administrative Coordinator

Location
Maryland, United States
Posted
27 Apr 2019
End of advertisement period
27 Jun 2019
Ref
15529
Contract Type
Permanent
Hours
Full Time

Role/Level/Range: ATO-3-OF
Starting Salary Range: Commensurate with Experience
Employee group:  Full time
Employee subgroup (FLSA Status): Non-Exempt
Position Type: New
Schedule (hours/days): 8:30 am to 5:00 pm
Personnel area (School): Academic and Business Centers
Org unit name and #: Jhpiego – 10000039
Department name: Global Programs
Reports to (Job title): Vice President, Global Programs

General summary/purpose:

Sr. Administrative Coordinator performs a variety of high level, confidential professional and administrative functions in support of the Global Programs Vice President.  This includes conserving the Vice President’s time and focus, promoting the corporate image by representing the Vice President internally and externally and ensuring appropriate communication between the Vice President, key internal and external executives, field operations, and employees.

Specific duties & responsibilities:

  • Manages VP’s day-to-day activities including calendar management, arranging conference calls and meetings, compiling and disseminating meeting background information and ensuring effective time management
  • Establishes appointment priorities and sets up appointments as appropriate
  • Reviews incoming invitations to determine importance and routing
  • Reviews, analyzes and culls all of incoming material and data and summarizes the content to brief the VP regarding important issues or conflicts as they arise
  • Requests information and actions on behalf of the VP and ensure that these requests are fulfilled efficiently and effectively
  • Composes complex correspondence requiring understanding of Jhpiego’s mission, priorities and VP’s role
  • Manages high level relationships with internal and external global and domestic partners
  • Works closely with the travel office to arrange all local, domestic and international travel, including managing travel agendas and materials, preparing expense reports for reimbursements, reconciling expenses and keeping up-to-date with Jhpiego policies for travel and business related activities
  • In VP’s absence ensures that requests for action or information are relayed to appropriate staff members
  • Dealing appropriately with confidential, sensitive and proprietary information
  • Locates, assembles and prepares oral and written presentation material using multiple data sources including designing and produces articles, multimedia presentations, charts, reports, invitations, announcements, etc. 
  • Performs varied secretarial duties requiring knowledge of office routines and an understanding of the organization’s programs, priorities and, procedures related to the work of the office
  • Makes improvements in office routines and procedures to increase effectiveness and efficiency
  • Maintains an efficient and effective filing system for all contact information and correspondence
  • Works closely with Finance Administrators to manage the departmental budget
  • Coordinates a variety of mailings, meetings and special events

Minimum qualifications (mandatory):

  • 5+ years' senior level administrative management experience
  • High School diploma/GED required; BA preferred
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula
  • Experience working on a wide variety of special projects and special assignments
  • Knowledge of business administration and management principles, including strategic planning, leadership and human resources
  • Knowledge of international public health issues preferred
  • Highly motivated, goal oriented and self-starter with ability to maintain high level of professionalism and confidentiality in fast paced environment
  • Demonstrated ability to be proactive and work with little direction
  • Highly organized with keen attention to detail and ability to prioritize multiple responsibilities
  • Demonstrated ability to maintain office decorum and confidentiality
  • Strong service orientation and ability to work collaboratively with both peers and senior level staff
  • Demonstrated organizational skills, attention to detail and ability to prioritize multiple responsibilities
  • Ability to interact with staff in a fast paced environment, remaining flexible, proactive, resourceful and efficient
  • Strong oral and written communication skills
  • Strong writing and presentation skills
  • Aware of and sensitive to working in multiple socio-economic settings and with multi-cultural groups in a developing country environment
  • Proficiency in MS Office with particular expertise in the use of presentation software
  • Ability to use technology to create administrative efficiencies and an interest in staying technically current and mastering new software or university on-line systems