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

Inside Higher Ed; Washington (District of Columbia); Hybrid; USD 29,274 - 50,833; Full time

Job summary

A leading educational organization is searching for a Sr. Administrative Coordinator in Washington, DC. This full-time role involves providing comprehensive administrative support to ensure efficient office operations and fiscal management. Candidates should have a high school diploma and at least four years of experience. The position offers a salary range of $21.25 - $36.90 per hour with a targeted salary of $58,000. The work schedule is hybrid, spanning Monday to Friday from 8:30am to 5:00pm.

Qualifications

• Provide administrative support for office management duties.
• Support fiscal and budget management.
• Manage calendars and schedule meetings.

Responsibilities

• Organize daily activities of the office.
• Prepare meeting materials and record minutes.
• Coordinate office services like payroll and repairs.

Skills

Microsoft Office Programs

Calendar Management

Event Coordination

Financial Administration

Interpersonal Skills

Meeting Coordination

Oral and Written Communications

Organizational Skills

Project Management

Report Writing

Education

High school diploma

Four years of related experience

Job description

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

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.

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.

Additional PHA Duties

• The Planetary Health Alliance (PHA) is a global consortium of over 500 institutions in 80+ countries focused on planetary health. The Sr. Administrative Coordinator will also serve as a principal contact for PHA inquiries via 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, and 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, 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

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

Classified Title: Sr. Administrative Coordinator

Role/Level/Range: ATO 37.5/03/OF

Starting Salary Range: $21.25 - $36.90 HRLY ($58,000 targeted; commensurate with experience)

Employment Type: Full Time

Schedule: Monday to Friday: 8:30am - 5:00pm

FLSA Status: Non-Exempt

Location: Hybrid/District of Columbia

Department: Planetary Health Alliance (PHA), School of Public Health

We value diversity, equity, and inclusion. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Equal Opportunity Employer. EEO is the Law. (Include link to EEO statement)