Sr. Administrative Coordinator
The Office of External Affairs encompasses three teams: 1) Communications and Marketing; 2) Development and Alumni Relations and 3) Finance and Administration.
The Finance and Administration team provides business operations support and includes administrative, finance, development and special events staff who work collaboratively with colleagues in Communications and Marketing and Development and Alumni Relations.
As the #1 school of public health in the country and the oldest independent, degree-granting school of public health in the world, the Bloomberg School of Public Health offers unparalleled opportunities for mission-driven creative work at the highest levels.
General Summary/Purpose Statement:
Reporting directly to the Financial Manager, this position provides complex administrative support to the Associate Dean for Communications and Marketing and works closely with staff on the Communications and Marketing (C+M) team. The award-winning Communications and Marketing team supports the School and its community by serving as a go-to trusted source of public health information for a broad audience and by compelling prospective students, faculty, donors, and partners to participate in that mission. The School's publishing spans website, magazine, podcast, email and social media channels; Global Health NOW, press releases, earned media, and other channels with the goal of sharing and translating the School's most impactful work and the power of public health to a broad audience.
Specific Duties and Responsibilities:
- Associate Dean and Team Support
- Proactively manage the Associate Dean's electronic calendar for meetings by responding to incoming and outgoing invitations, exercising independent judgement, and making independent decisions based on an understanding of projects and priorities, realigning the Associate Dean's calendar as priorities change.
- Resolve issues and prioritize items which require the Associate Dean's immediate attention.
- Regularly handle highly confidential materials, both in writing and with sensitive conversations that often require independent judgment and action.
- Collect, collate, and summarize materials for the Associate Dean's use in a variety of settings.
- Compose correspondence to be sent under the Associate Dean's signature.
- Coordinate complicated meetings and/or luncheons with internal and external stakeholders and the communications and marketing team, faculty, staff, and students, which includes reserving rooms, catering, requesting audio/visual equipment, and assisting with agendas and programming
- Work with C+M staff to hire freelance contractors which includes contacting the contractors to obtain and forward signed independent contractor agreements to appropriate parties for signature and processing. Manage workflow for other contractual agreements including submitting for signature. Track progress and follow up on non-responses as needed.
- Work with Budget Analyst to set up new vendors in the financial system and submit invoices for processing.
- Manage department purchasing card. Use the card to make purchases including but not limited to conference fees & registrations, award entries, advertisements, and business supplies. Reconcile charges monthly, including compiling and submitting receipts and other supporting documentation, and properly allocating expenses.
- Submit travel and business expense reimbursements in Concur.
- Coordinate IT, facilities, housekeeping, and multimedia help tickets for C+M projects and meetings.
- Maintain, request and compile mailing lists for the Hopkins Bloomberg Public Health magazine and other mailings utilizing both the subscriber database and the JHAS system.
- Manage the delivery and distribution of the Hopkins Bloomberg Public Health magazine throughout the School, ensuring magazine racks in all buildings are regularly stocked and that copies are distributed to Hopkins affiliates such as the Homewood campus.
- Provide support to communications and marketing projects as assigned. This support could include web content entry, social media, video production, photography production, analytics and other such tasks.
- Proactively manage special projects involving the Associate Dean or the C+M team, including conducting research in preparation for meetings, distributing agendas, meeting materials and minutes, serving as a team member or lead on some special projects and events, drafting presentations and other materials using PowerPoint, Excel or other software.
- Ensure the after-hours C+M voicemail contact is updated when needed.
- Represent the Associate Dean with the University, School, organizations, agencies, and groups.
- Work with the Finance and Administration team on special projects as necessary.
- Apply discretion and diplomacy while working with sensitive or confidential information to advance the priorities of the Associate Dean, in coordination with various teams and stakeholders.
- Serve on the core production team that produces the School's internal bi-weekly newsletter,
- The SPHeed Read, serving as lead for reviewing, compiling, editing, and coordinating Schoolwide and University submissions.
- Serve as lead point of contact for the School's network-wide communications inbox, including listserv moderation, providing timely responses and guidance to communications associates and other individuals' requests.
- Serve as a backup for School, its research and spokespeople to generate the School's “In the News” daily morning report. generating and distributing the School's “In the News” daily morning report, which tracks and disseminates media placements about the School, its research and spokespeople to faculty, students, and staff.
- Proactively suggest and make updates to the School's MyJHSPH (SharePoint intranet) pages for faculty, staff, and students, based on monthly audits for accuracy and completeness
- Assist on event calendar approvals, digital signage copy, or other internal communications needs as requested.
- High School Diploma or graduation equivalent
- Five years progressively responsible administrative experience
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula
To apply, visit https://jobs.jhu.edu/job/Baltimore-Sr_-Administrative-Coordinator-MD-21205/1035274500/
- Bachelor's degree
- Experience supporting leadership and finance tasks
- Experience and/or interest in communications and marketing
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