The Johns Hopkins Center for Health Security at the Bloomberg School of Public Health works to protect people's health from epidemics and disasters and ensure that communities are resilient to major challenges. We examine how scientific and technological innovations can strengthen health security. We study the policies, organizations, systems, and tools to prevent and respond to outbreaks and public health crises. We advance policies and practice to address a range of challenges, including the global rise in emerging infectious diseases, a continued risk of pandemic flu, major natural disasters, our dependence on vulnerable infrastructure, and the potential for biological, chemical, or nuclear accidents or intentional threats. The Center is hiring a Program Coordinator to help fulfill its mission.

In conjunction with other Center staff, we are seeking a Sr. Administrative Coordinator who will provide all general, administrative, and programmatic support for faculty and their projects undertaken by Center for Health Security.

Specific Duties & Responsibilities

Administrative & Office Support
Provide scheduling support, to include management of daily calendars for scheduling of center-wide or project meetings and conference calls with internal and external persons.
Maintain Contact list for projects to schedule interviews, workgroups, and calls externally.
Act as liaison to institutions/organizations including coordination of on and off campus meetings and conferences.
Accurately create, prepare, and disseminate memos, letters, and emails as well as maintaining contact and email lists specific to each project. To include editing, formatting, and review of conference papers, reports, or other documents as requested in support of ongoing project work using Microsoft (Word, Excel, Powerpoint) and Adobe platforms.
Utilize established Project Management Procedures to continually ensure project materials and working files are maintained in document area for project as necessary for tracking and archiving. Project management files may include, meeting notes, to-do lists, contact lists, articles and publications, memos, presentations, letters, etc.
Maintain and seek to continually enhance appropriate electronic document management and filing systems.
Engage with financial, IT, Communications, and Events teams to ensure that planned project activities are enacted; to include purchasing, software procurement, obtaining bids, coordinating space or catering for meetings and events. Provide support to each of these areas when necessary to coordinate with project team.
Order catering for meetings and events, assist with taking delivery of items and setup/breakdown of meetings.
Provide support as needed to overall Center Administration for office/facility use.

On-Site Meetings
Schedule conference rooms and computer/AV equipment for on-site project meetings.
Attend on-site project meetings or events when needed to provide onsite support for internal and external persons.
Coordinate meeting logistics for in person meetings the faculty will host/lead in Baltimore by arranging travel for meeting participants to include hotel, meeting rooms, and catering logistics.
Send invitations, collect RSVPs, and send thank you notes for attendees where requested

Off-Site Meetings
May attend off-site events when requested by Events team for additional support.
With Events teams oversight, assist with event/functions, including workshops, conferences.
Coordinate preparation, set up and logistics, to include meeting materials, documentation preparation, and scheduling.
Process Non-employee Travel Reimbursements in overflow capacity for finance team.
Coordinate and organize project and/or meeting binders in paper and/or electronic forms, including duplication and mailings when needed.

Travel Arrangement & Reimbursement
Anticipate project travel needs for faculty travel and conferences.
Make all travel arrangements and monitor changes.
Utilize approved travel procurement methods for booking of conference registration, travel, and expenses.
Process Faculty/Project Team Travel and Non-Travel Reimbursements in Concur system.
Other general administrative duties as assigned.

*Note: This position may occasionally require some work outside of normal business hours and/or weekends with adequate notice. The position is expected to be onsite.


Minimum Qualifications
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.


Preferred Qualifications
Bachelors Degree preferred,
Must be comfortable working with deadlines and under pressure.
Must be comfortable working with a variety of communication styles and to manage executive calendars that are busy and change often.
Excellent attendance history.
Demonstrated ability to work productively and independently and as part of a team.
JHU SAP experience preferred: travel reimbursement, check requests, and shopping cart system.
Must have demonstrable experience in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).