Jhpiego is seeking a Sr. Administrative Coordinator to provide general support for administrative, logistical and coordination of departmental activities within the assigned area. This position will be accountable for ensuring consistent and timely delivery of administrative services and processes such as routing requests and documents through internal and external systems ensuring established timelines and service level agreements are met.
The Sr. Administrative Coordinator will work within well-defined parameters to identify and resolve administrative problems and issues. Additionally, the incumbent may establish office administration processes / procedures (e.g., events, conferences, record keeping systems, forms control, team sites, office layout, personnel requirements, vendor setup, payments, travel logistics) to ensure efficiency of general office activities.
The Sr. Administrative Coordinator will monitor office efficiencies and initiate problem-resolution processes through escalation to higher levels when complex issues / concerns arise.
This is a casual position, meaning it is intermittent and part-time, with a commitment of up to 10 hours per week. This role is remote.
ResponsibilitiesAdministrative Support
Provides general administrative support for assigned project in coordination with various internal and external stakeholdersActs as the first point-of-contact for administrative needs within assigned areaIdentifies, recommends and effectively executes standard administrative practices to support activities within the projectMay recommend opportunities for improvement to administrative processes, tools, forms, tracking, reporting, etc. for the supported area(s)Consistently exercises tact in correspondence with internal and external stakeholders; escalates issues as requiredCommunicate with teams orally and in writing, by email and through Teams chatTracks status of requests through other departments (communications, contracts, procurement) via spreadsheet or other tools Resolves administrative problems by troubleshooting information within defined processes and identify solutions. Informs and reminds responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate.Collaborates with internal stakeholders and Jhpiego departments (contracts, communications, Supply Chain Management, Travel, etc.) to process and follow-up on requests.Knowledge Management and Donor Contractual Obligations
Support MCGL in completing contractual knowledge management obligations, including maintaining data inventories for USAID clearinghouses, the Development Experience Clearinghouse (DEC), and Development Data Library (DDL). Support, review and maintain Excel sheets for internal use.Review reports and documents by Monitoring, Evaluation, and Learning (MEL) technical team to confirm accuracy Update internal email groups for consistent project communication. Support payment of invoices by external vendorsUses appropriate software / tools and applicable templates to prepare documentation, track, and monitor uploadsReviews documents for completeness and accuracyMaintains logs or trackers of relevant information for internal trackingEnsures that filing/knowledge management systems (SharePoint, MS Teams) are maintained for area and that all documents are appropriately filed. Required Qualifications High School Diploma WITH 5 years of previous experinece in administrative. Strong organizational skills Excellent attention to detailStrong time management Experience with Microsoft Office suite including ExcelAdministrative writing and editing skillsAbility to learn and use new technology to process administrative tasks Preferred Qualifications College Diploma
The hourly range for this role is expected to be: $24.20- $29.46.
Total Rewards:
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
Diversity, Equity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
Accommodation Information
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
Johns Hopkins has mandated influenza vaccines. Exceptions to the flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
RECRUITMENT SCAMS & FRAUD WARNING
Jhpiego has become aware of scams involving false job offers. Please be advised:
Recruiters will never ask for a fee during any stage of the recruitment process.All active jobs are advertised directly on our careers page.Official Jhpiego emails will always arrive from a @Jhpiego.org email address.Please report any suspicious communications to Info@jhpiego.org
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