Starting Hourly Range: $16.91 - $23.24; commensurate with experience
Employee Group: Full-time
Employee Subgroup: Non-Exempt
Schedule: 8:30 am – 5:00 pm
Location: Bloomberg School of Public Health, East Baltimore Campus
Department Name: Office of External Affairs
Personnel Area: School of Public Health
The Office of External Affairs encompasses three teams: 1) Communications and Marketing; 2) Development and Constituent 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 Constituent Relations.
The School recently completed its Centennial year and is in the final year of a University- wide fundraising campaign, Rising to the Challenge. As the #1 school of public health in the country and the oldest independent, degree-granting school of public health in the world, the Office of External Affairs offers unparalleled opportunities for creative work at the highest levels of excellence.
Reporting directly to the Administrative Manager, this position provides complex administrative support to the Sr. Director of Communications and Marketing and works closely with staff on the Communications and Marketing (C+M) team. This position is also responsible for administrative tasks associated with the general operations of the Office of External Affairs.
Maintain and manage scheduling needs on the electronic calendar for Sr. Director of Communications & Marketing which includes arranging complicated meetings with deans, department chairs, faculty and volunteers, and by regularly (and proactively) reviewing and rescheduling appointments as necessary to avoid meeting conflicts.
Coordinate complex meetings and/or luncheons with external stakeholders and organizations, faculty, staff, and students, which includes reserving rooms, catering, and requesting audio/visual equipment.
Utilize SAP to create shopping cart orders for office and break room supplies; distribute supplies to staff. Serve as back-up to budget specialist for submitting shopping cart and online payment requests in SAP.
Submit travel and business expense reimbursements for C+M staff and non-employees.
Assist with scheduling interviews for perspective candidates with appropriate staff by preparing itineraries and handling communications with candidates.
Work with C+M staff to hire freelance contractors which includes contacting the contractors to obtain and forward signed independent contractor agreements and invoices to Budget Specialist for processing.
Coordinate IT, facilities, housekeeping and multimedia help tickets for C+M projects and meetings.
Maintain, request and compile subscriber mailing lists for the Hopkins Bloomberg Public Health magazine utilizing both the subscriber database and ALADIN system.
Manage the delivery and distribution of the Hopkins Bloomberg Public Health magazine to the School, ensuring magazine racks in all buildings are regularly stocked and that copies are distributed to Hopkins affiliates such as the Homewood campus.
Assist with updates to the Global Health NOW project by updating the website with daily newsletter content; checking, approving or flagging comments in the website; following up with freelancers/vendors on contracts and payments; managing paperwork and matters related to conferences, registration, award entries, and ads; and researching/recommending ideas for GHN swag, initiating purchasing process for such.
Provide administrative support for special projects involving the director or C+M team, including conducting research in preparation for meetings, distributing agendas, meeting materials and minutes, serving as team member or lead on some special projects and events, compiling draft presentation material using PowerPoint, Excel or other presentation software.
Answer main Communications phone line and direct calls to the appropriate person, ensuring that the after-hours C+M voicemail contact is updated when needed. Provide a high level of professional internal and external customer service in representing the department, communications team and the Sr. Director.
Maintain and order supplies for the department's multi-function printer.
Provide back-up support to the front office for External Affairs by greeting and directing visitors, triaging incoming telephone calls, and receiving mail.
Work with Finance and Administration team on special projects as necessary.
High school diploma
Three years' administrative experience required. Related coursework at the college level may be substituted for experience to the extent permitted by the JHU equivalency formula.
* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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. *
Bachelor's degree preferred.
Special Knowledge, Skills, and Abilities
Qualified candidate must possess strong organizational, time management, and problem solving skills and a solid attention to detail.
Excellent written and oral communication skills and a professional demeanor are required for this position. Inter and intra-office communication and teamwork skills are critical.
Qualified candidate must be a team player with the ability to work independently.
This position also requires someone who has demonstrated ability to multi-task and to function in an extremely fast-paced environment.
Technical qualifications or specialized certifications: Candidates must be proficient using Microsoft Office suite of software and the ability to learn new software.
Budget Authority: Will work closely with budget managers and assist with tracking expenditures but will not manage budget.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130... years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.