Sr. Administrative Coordinator - Jhpiego

The Sr. Administrative Coordinator will 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 systems such as DVOD, JIRA to various stakeholders i.e. Contracts, GECO, Supply Chain Management, Travel, etc., 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.

Administrative Support

• Provides general administrative support for assigned (portfolio, country, or project) in coordination with various internal and external stakeholders
• Acts as the first point-of-contact for administrative needs within assigned area
• Identifies, recommends and effectively executes standard administrative practices to support activities within the functional area
• Redirects requests that cannot be resolved in accordance with established guidelines for first-level resolution in the supported area
• Schedules / organizes in-person and virtual meetings if needed
• Schedules / organizes events, conferences, travel for country staff
• Processes the timely payment of expenses via purchasing card for related to the assigned area(s)
• Collects / assesses / brings forward information to support recommendations / modifications to administrative processes
• Collaborates with stakeholders to identify administrative issues and gaps, providing observations to higher levels
• May recommend opportunities for improvement to administrative processes, tools, forms, tracking, reporting, etc. for the supported area(s)
• Consistently exercises discretion / diplomacy / tact in correspondence all matters of confidentiality with internal / external stakeholders; escalates issues as required
• Tracks status of requests through other departments (communications, contracts, procurement) via spreadsheet or other tools
• Resolves administrative problems by troubleshooting information within defines processes/procedures and identify/communicate solutions.
• Informs and reminds responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate.
• Identifies and recommends opportunities for improvement to tools, forms, tracking, reporting etc. for the supported area
• Collaborates with internal stakeholders and Jhpiego departments (contracts, GECO, Supply Chain Management, Travel, etc.) to process and follow-up on requests.

Document Tracking, Routing & Retention

• Uses appropriate software / tools (e.g., DocuVantage and JIRA) and applicable templates to prepare documentation, track, monitor, report information, to support processing of contracts and procurement needs for area
• Processes / routes contracts to appropriate contacts
• Reviews contracts and supporting documents for completeness and accuracy
• Maintains logs or trackers of contracts with relevant information (e.g., amount vendor, start/end dates)
• Identifies missing information, issues or discrepancies in contracts and notifies Program Officer(s) or appropriate contact for resolution
• Accountable for the secure storage of sensitive, confidential information in accordance with record keeping best practices and applicable legislation
• Ensures that filing/knowledge management systems (SharePoint, MS Teams) are maintained for area and that all documents are appropriately filed.

Translation/interpretation

• Coordinates the translation of key documents with external vendors
• Sets up simultaneous interpretations for live meetings with external vendors
• Leverages online software to translate documents and presentations
• Review translated versions of documents/presentations for grammar and copyediting

• High School Diploma with 5 years of previous administrative experience
• Strong organizational skills
• Excellent attention to detail
• Strong time management
• Customer service mindset
• Experience with Microsoft Office suite including Excel and Teams
• Experience with archiving and filing documents, ensuring accessibility to stakeholders
• Administrative writing and editing skills
• Ability to learn and use new technology to process administrative tasks
• French-language skills preferred

• College Diploma

      The salary range for this role is expected to be: $40,164 - $53,553.

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.

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 COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and 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 toInfo@jhpiego.org

#LI-TT1