Administrative Coordinator

General Summary/Purpose

The Administrative Coordinator will provide high-level administrative support in a fast-paced work environment primarily based in the Welch Center for Prevention, Epidemiology and Clinical Research (http://www.jhsph.edu/welchcenter). The primary mission of the Welch Center for Prevention, Epidemiology, and Clinical Research is to generate and disseminate the knowledge required to prevent disease and its consequences and to promote the health of the public. The Welch Center harnesses the talents of a group of faculty, staff, and students dedicated to disease prevention, health promotion, and evidence-based health practices.

We are seeking a highly motivated Administrative Coordinator to support leading cardiovascular epidemiology projects, including the Atherosclerosis Risk in Communities Study (ARIC) Study, the ARIC Diabetes Study, the ARIC Neurocognitive Study, (ARIC-NCS), the global Chronic Kidney Disease Prognosis Consortium (CKD-PC), and the Cardiovascular Epidemiology (CVD EPI) T32 Training Program. Duties include coordinating and performing administrative duties for several collaborating faculty members, providing confidential secretarial support, arranging conference and travel logistics, assisting with project activities and maintaining a high level of customer service excellence and detail orientation. The Administrative Coordinator will answer office telephone and perform day-to-day administrative activities.

Specific Duties & Responsibilities

Will provide scheduling - manage daily schedules including calendar management. Organize and schedule meetings and conference calls with key faculty and staff. Schedule conference rooms and computer/AV equipment. Act as liaison to institutions/organizations including coordination of on and off campus meetings and conferences. Accurately create, prepare, and disseminate memos, letters, and emails as well as maintaining contact and email lists. Maintain and seek to continually enhance appropriate filing systems. Locate and compile administrative information (i.e. grant information, IRB submissions). Copy materials and send/receive facsimiles as requested.

Purchasing/Financial Transaction Support - Prepare forms and obtain proper authorization for supplies. Prepare travel authorizations, travel reimbursement, and procurement card reconciliations and reallocations. Ensure expenses post to correct project/account. Maintain accurate and current computerized record database of expenditures, inventory and supplies, monitor supplies and materials.

Travel - Anticipate faculty needs for travel and conferences. Make all travel arrangements, monitor changes, and process reimbursements.

Meeting/Conference Support - Coordinate meeting logistics for in person meetings the faculty will host/lead in Baltimore by coordinating travel arrangements of meeting participants and hotel, meeting room, and catering logistics. Assist with special event coordination.

Document management - Edit, format, and review conference papers, reports, or other documents as requested in support of ongoing project work using MS Word, MS PowerPoint, and MS Excel. Format MS PowerPoint presentations the faculty use for public presentations. Coordinate and organize project and/or meeting binders in paper and electronic forms, including duplication and mailings.

Administrative Coordinator will also coordinate, facilitate, and implement academic services and program activities for the Cardiovascular Disease Epidemiology Training Program and the Clinical and Cardiovascular Disease Epidemiology track within the Department of Epidemiology. Composes and prepares routine outgoing correspondence to students and faculty. Coordinates administrative and academic systems and services to support program activities for faculty and students. Create and maintain faculty, student, and course information records and update websites.

Minimum Qualifications(Required)

High School Diploma/GED

Three (3) years related experience.

Additional education may substitute for required experience, to the extent permitted by the* JHU Equivalency Formula:30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job. *

Preferred Qualifications:

Bachelor’s degree preferred

Three years related experience, preferably general office or secretarial experience.

Special Knowledge, Skills, and Abilities

Must have demonstrable experience in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).

• Must be comfortable working with deadlines and under pressure.
• Must be comfortable working with a variety of communication styles and manage executive calendars that are busy and change often. Excellent attendance history.
• Demonstrated ability to work productively independently and as part of a team.
• Excellent time management skills and experience managing multiple projects/tasks with conflicting deadlines.
• Must have well developed organizational skills, advanced communication skills, and excellent problem solving skills.

Classified Title: Administrative Coordinator
Working Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Hourly Pay Rate Range: $17.42 - $23.95/ Commensurate with Experience
Employee group: Full Time
Schedule: Monday-Friday, 8:30 a.m. - 5:00 p.m. / 37.50 hrs per week
Exempt Status: Non-Exempt
Location:05-MD:School of Public Health
Department name: 10001101-Epidemiology
Personnel area: School of Public Health

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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