Administrative Coordinator

US-MD-Baltimore
4 weeks ago
Job ID
2017-3016
Experience (Years)
3
Category
US Based Positions

Overview

The Administrative Coordinator will provide administrative support to ensure smooth and efficient operations of the Technical Leadership Office (TLO). The Administrative Coordinator  will independently complete key administrative functions for the office, including support for routine meetings, event planning, tracking regularly requested information, processing expense reports and invoices, posting announcements, as well as providing travel assistance, and calendar management for selected staff.  

Responsibilities

  • As required, supports VP, and through the direct supervisor, supports other TLO senior staff (as relevant) in day-to-day administrative support needs, including but not limited to calendar management, arranging conference calls and meetings, supporting visitor schedules and logistics, and compiling and disseminating meeting background information as needed. As required, serves as a point of contact for VP to ensure that requests for action or information are relayed to appropriate staff members.
  • Leads the processing of travel expense reports (TER) for designated senior-level TLO staff in a timely manner. Follows established rules and procedures for processing expense reports, stays abreast of updates to TER policies and ensures TLO staff are aware of policies.
  • Proactively leads logistical support for meetings and events. Takes initiative to ensure meeting invites are up to date, orders food, compiles agenda items, disseminates agenda prior to meeting, coordinates presentations, compiles slides, identifies meeting chair, and sets up audio-visual equipment. The Admin Coordinator will also attend meetings as needed, take notes and ensure meeting notes are stored in a common location and disseminated in a timely manner.
  • Serves as a point person for TLO participation in routine Jhpiego meetings (eg. Jhpiego All Staff meeting). Coordinates TLO’s participation in these meetings (eg. provides agenda items, coordinates with TLO presenters, actively solicits presentation topics and maintains a list and pipeline of presentations).  
  • Provides administrative and logistical assistance for managing Jhpiego’s presence in large conferences, including tracking participants, shipping materials and supplies, etc.
  • Assists with procurement for TLO such as purchasing routine supplies and equipment, processing routine payments and invoices and monitoring the status of payments through systems.
  • Manages processes for document preparation and approval, including drafting documents, routing documents for approval and tracking the status of documents through workflows. .
  • As required, work directly with Jhpiego’s Travel Office to arrange travel, including managing travel agendas and materials, preparing visa letters and completing related forms and documents, preparing travel advances and business class waivers, and keeping up-to-date with Jhpiego policies for travel and business related activities.
  • Perform other duties as requested

Required Qualifications

  • HS Diploma or equivalent
  • 3 years relevant administrative experience.  
  • Experience providing administrative support.
  • Ability to manage routine responsibilities with little guidance.
  • Ability to forward-plan and proactively follow-up on matters related to routine job responsibilities. 
  • Excellent organizational and document formatting skills required.
  • Excellent interpersonal and English-language written skills
  • Ability to multi-task, prioritize activities and manage short deadlines and competing priorities.
  • Highly organized with attention to detail and ability to prioritize multiple responsibilities
  • Highly motivated, energetic, independent self-starter with strong service orientation
  • Demonstrated ability to coordinate projects independently and work constructively as part of a team
  • Demonstrated ability to maintain a high level of professionalism and confidentiality
  • Ability to interact with staff in a fast-paced environment, remaining flexible, proactive, resourceful and efficient
  • Strong oral and written communication skills
  • Ability to interact skillfully and diplomatically with numerous counterparts, both domestically and internationally
  • Proficiency in MS Office applications

Preferred Qualifications

  • Experience providing executive level support, an advantage.

 All applicants should prepare a single document submission to include: cover letter, CV, references and salary history

 

Jhpiego offers competitive salaries and a comprehensive employee benefits package including: medical and dental plans; paid vacation, holidays and sick leave; personal accident insurance; 403(b) retirement plan; life and disability insurance; travel insurance; education assistance plan and more.

For further information about Jhpiego, visit our website at www.jhpiego.org                         

Note: The successful candidate selected for this position will be subject to a pre-employment background investigation.

JHU is an Affirmative Action/Equal Opportunity Employer

Options

Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed