Administrative Coordinator

The Johns Hopkins Center for Gun Violence Solutions (CGVS) is a groundbreaking initiative in the intersection of public health advocacy and science. The Center combines the expertise of highly respected gun violence researchers with the skills of deeply experienced gun violence prevention advocates. We use a public health approach to conduct rigorous scientific research to identify a range of innovative solutions to gun violence. Because gun violence disproportionately impacts communities of color, we ground our work in equity and seek insights from those most impacted on appropriate solutions. Using the best available science, our Center works towards expanding evidence-based advocacy and policy-making efforts. This combination of expertise creates a unique opportunity to turn public health research into action that reduces deaths and injuries from gun violence.

CGVS is hiring two Administrative Coordinators. These two positions provide general administrative support for the team by planning and coordinating meetings and events, producing meeting minutes, assisting with financial tracking and paying invoices, coordinating travel, office logistics, and process improvement.

Each position is a full-time, hybrid (2 days a week in the office) post with one position based in Baltimore and the other based in Washington, DC. Both positions require occasional travel to the alternate location, with required additional days onsite to support various events at both locations.

Applications without a cover letter will not be considered.

Specific Duties & Responsibilities

• Assist with scheduling for faculty and staff, as well as provide appropriate referrals to resources and services available through the Center.
• Support office management in center offices including scheduling meeting spaces, coordinating events, ordering and organizing supplies, printing, and other related tasks.
• Work with faculty and staff on booking travel, reimbursements for travel and research related activities.
• Work with administrative team to develop agendas, compile meeting materials, and transcribe meeting discussions to generate meeting minutes and summaries as needed.
• Provide general administrative support (i.e. meeting planning, purchasing supplies, printing, etc.) to all of the Center's teams as requested.
• Assist with onboarding, offboarding, updating policies and procedures, and providing administrative HR support.
• Coordinate processing payments, setting up procurements, and assisting with reconciliation.
• Assist in coordinating meetings and events (workshops, training sessions, etc.), including but not limited to scheduling meetings, preparing minutes, agendas, and presentations, as well as providing onsite support during events.
• Establish and maintain project files.
• Manage virtual meetings and in conjunction with the Communications team, assist with Webinars.
• Independently respond to an array of inquiries and requests.
• Anticipate and problem-solve issues and concerns affecting the team.
• Performs other duties as assigned.

Special Knowledge, Skills & Abilities

• Proficiency in the full Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, et al.), Adobe Acrobat Pro, and Zoom.
• Advanced computer skills with the ability to train and assist others if needed.
• Ability to maintain confidentiality and discretion, adhering to FERPA and other pertinent university and department guidelines.
• Knowledge and skills to coordinate and execute events, e.g. managing complex seminars, scheduling priorities and conflicts, virtual planning, department activities and department correspondence.
• Highly organized self-starter with strong attention to detail.
• Experience working on a diverse team.
• Experience working with different communication styles.
• Strong organizational skills and attention to detail, with the ability to adapt to the needs of a diverse and high-paced research environment quickly and comfortably.
• Open communication, sharing of expertise and ideas, and the ability to take direction and respond positively to feedback.
• Good oral and written communication and reading comprehension skills, and comfortable using technology (e.g., computers, laptops, tablets, copier, printer) and with Office programs.

• High School Diploma or graduation equivalent.
• Three years related experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

• Prior experience coordinating projects.
• Advanced skills (or relevant training) in Finance systems such as SAP & Concur.
• Prior work experience at Johns Hopkins University a plus.
• Familiarity with academic or research office environments.
• An understanding of the concepts of institutional and structural racism and bias and their impact on underserved and underrepresented communities.

Classified Title: Administrative Coordinator
Job Posting Title (Working Title):Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday to Friday: 9 am - 5 pm
Exempt Status:Non-Exempt
Location:Hybrid: On-site 1-2 days a week
Department name: 60011826-HPM-Center for Gun Violence
Personnel area: School of Public Health