Planetary Health Alliance Sr. Administrative Coordinator (Planetary Health Alliance)

Planetary Health Alliance Sr. Administrative Coordinator

We are seeking a Planetary Health Alliance Sr. Administrative Coordinator who will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit or program. This position may provide support for fiscal and budget management for the assigned area and also provide project support to a Dean, Associate Dean, Department Chair, program leadership, or comparable business leaders. The responsibilities of this role require significant collaboration and coordination with others.

Specific Duties & Responsibilities

• Plan, support, and organize daily activities of the office, unit, or program.
• Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership, or comparable business leaders.
• Manage team and/or assigned leaders' calendars; plan and schedule meetings and coordinate associated logistics.
• Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, and collecting information for budget development.
• May represent department management in appropriate circumstances within the scope of the position's responsibility and purview.
• Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
• Coordinate purchasing processes; process various department bills and reconcile accounts.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft minutes, monitor, and follow up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs, and maintenance.
• May serve as the liaison or office contact with facilities or other service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes, and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
• Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies
• Develop and produce reports.
• Assist with the preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Coordinate preparation, set up, and logistics for department/office events/functions.
• May perform some non-routine and confidential administrative functions.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Perform other related duties as requested.

In addition to the duties described above

• The Planetary Health Alliance (PHA) is the leading organization at the forefront of Planetary Health, a new, rapidly growing global field focused on the human health impacts of our disruption and the transformation of Earth's natural systems. Never before has humanity's footprint on the natural world been so large or so threatening to human health and well-being. The PHA is a global consortium of over 500 institutions in 80+ countries with a focus on rapidly expanding our understanding of, and ability to address, these threats. To learn more about the Planetary Health Alliance, please visit: https://www.planetaryhealthalliance.org.
• The Sr. Administrative Coordinator will also:
• Serve as a principal contact for the Planetary Health Alliance (PHA) inquiries, through management of PHA's email account.
• Support the hiring and onboarding process of new employees, interns, and students, including the generation of job descriptions, Position Posting Forms, as well as coordination with Human Resources and Information Technologies.
• Support travel arrangements and reimbursement for the PHA team.
• As time permits, engage in a technical area of interest to help advance PHA priorities.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Four years of related experience.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Technical qualifications and specialized certifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.

Technical Skills and Expected Level of Proficiency

• Calendar Management - Intermediate
• Event Coordination - Intermediate
• Financial Administration - Intermediate
• Interpersonal Skills: - Intermediate
• Meeting Coordination - Intermediate
• Office Procedures - Intermediate
• Oral and Written Communications - Intermediate
• Organizational Skills - Intermediate
• Project Management - Developing
• Report Writing - Intermediate

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.