The Center for Biosecurity, located in Baltimore, MD, is an independent freestanding center of JHU, Bloomberg School of Public Health. This position provides administrative support for special projects, along with some general administrative support to assigned Center project staff, as explained below.
Work on larger scope special projects that require coordination of scheduling and details from multiple sources. Assist with or manage facts of special projects as assigned, including preparation/duplication/dissemination of reports, meeting materials, information packets, briefings, etc.
Provide general administrative support as needed, including maintaining calendars and schedules for senior members of the leadership team, using mutually decided upon system for updating and communicating about appointments, meetings, changes, etc. Update Central Outlook calendar and reserve rooms for meetings, make catering arrangements and organize meeting materials as needed. Work with assigned project staff to plan schedules, meetings, projects, events, travel, tasks, etc. Work proactively to independently and quickly address and resolve issues and problems as early as possible, consulting with other staff and/or supervisors when necessary or appropriate. US MS Office Suite (Word, Excel, PowerPoint) and reference manager software to prepare professional quality documents manuscripts, articles, spreadsheets and presentations Assure that all documents are proofed and grammar, punctuation and spelling are corrected as needed.
Manage process for quarterly updates of project staff bio sketches and CVs. Organize and archive routine and confidential paperwork, correspondence, records, files and data. Maintain files in logical and organized fashion, adhering to appropriate standards of data security. Arrange transportation, accommodations and other logistics for assigned staff. Make and conform reservations, coordinate meeting and event schedules and submit travel and other expense reservations, coordinate meeting and event schedules and submit travel and other expense reimbursements in a timely fashion. Answer, screen, direct and manage incoming calls, relating messages and independently handling routine calls as able. Maintain appropriate levels of discretion and confidentiality in interactions with colleagues, internal and external contacts and visitors. Adhere to appropriate standards of security for email and electronic exchange of other types of data. Secure files and other archives accordingly. Collaborate, cooperate with, provide coverage for and support other members of administrative team to ensure that administrative needs of Center are met, ensuring correct coverage and redundancy in coverage of essential duties; develop and act on awareness of Center and colleagues' day-to-day needs Receive, sort and distribute mail and packages; prepare and ship packages and overnight mail. Compile and copy articles and other research materials for assigned project staff. Assist with taking, triaging and managing press calls during periods of high volume. Assist with emergency planning and operations as needed and assigned. Perform other duties as assigned
Education and Qualifications:
High School diploma plus 5 years' experience as administrative support professional required, preferably in academic, government or similar environment. Bachelor's degree preferred.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
1. Demonstrated proficiency with computer hardware and MS Office software.
2. Ability to apply knowledge to learn new software and systems quickly.
3. Experience working with wide variety of professional and paraprofessional staff.
4. Strong interpersonal skills required, along with good oral and written communication skills. Professional and courteous telephone skills, expertise in preparing professional correspondence.
5. Some experience preparing manuscripts for publication is desired.
6. Strong organization and time management skills, with strong attention to detail. Able to work with minimal direction and supervision on assigned projects. Able to follow direction, respond to feedback and adjust approach as needed.
7. Able to prioritize and execute tasks in the midst of changing circumstances. Able to work calmly, professionally and efficiently under pressure. Able to meet assigned deadlines.
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.