Administrative Coordinator

The Institute for NanoBioTechnology seeks an Administrative Coordinatorto provide complex administrative and project support to the Institute Directors, Sr. Administrative Manager, 17 faculty labs, 10 staff, and approximately 200 students in the Institute for NanoBioTechnology (INBT) within the Whiting School of Engineering. This will be a fast-paced, multi-tasking and visible position that is part of a dynamic team of administrative, financial, academic, communications, and programmatic staff that work together in teams and working groups to provide support for institute faculty, students, and programs.

This position will include extensive internal and external interaction with faculty, staff, students, and other guests of INBT through phone, e-mail, other written correspondence and face-to-face interaction. The AC will act as liaison with vendors and central university offices (AP, Purchasing, Facilities, etc.) and serve as front-line representative for the institute; greeting visitors (including national and international visitors), faculty, staff, and students. The AC will also interact with and respond to requests from INBT faculty, staff, and students. The position is expected to maintain a high degree of professionalism and trust on the telephone, in person, on zoom, and via electronic communication, and must be able to prioritize and multitask based on changing needs and deadlines. Inter- and intra-office communication and teamwork skills are critical. This position will perform duties of a sensitive and highly detailed, technical nature, exercising administrative judgment and maintaining responsibility for quality of service and discretion.

Specific Duties and Responsibilities:

• The Administrative Coordinator ensures smooth management of the day to-day administrative operations of the institute and serves as an information resource and provide assistance for INBT leadership, faculty, staff, and students, as well as contacts from outside the institute.
• Exercises independent judgment, maintains high-level of confidentiality, demonstrates initiative and public relations skill, multi-tasks, and manages many competing priorities.
• Communicates effectively and maintains positive courteous, supportive, and professional working relationships with all levels of contacts; contributes to the customer service-oriented atmosphere within the institute.
• Independently manages projects, develops and maintains positive working relationships internally and externally to the institute, the University, and with all those they personally encounter including University representatives, faculty, staff, and students.
• Fluency with Microsoft Office (Word, Excel, Power Point, Teams, and Outlook) and internet research is required.
• Has working knowledge of SAP & Concur related to reimbursements, online payments, and shopping carts, including tracking of payments through approval process and trouble-shooting when problems arise. Knowledge of JHU financial and administrative policies and procedures preferred.
• Attention to detail and organizational skills are critical as the incumbent will be required to track and/or manage various projects and priorities simultaneously while maintaining a high degree of accuracy.
• Ability to work for long periods of time without direction, prioritize own work and to work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
• Ability to take initiative and exercise independent judgment to develop/improve institute procedures and resolve administrative problems.
• Serves as initiator for institute for all financial transactions (online payments, reimbursements, etc.) and proxy for institute faculty in Concur for reimbursements; processes reimbursements for non-Hopkins personnel through SAP.
• Member of INBT Finance team, serves as lead for areas related to payment and reimbursements, including providing the team updates on central process changes or requirements and identifying INBT processes that need revision to optimize efficiency for INBT faculty, staff, students, and visitors.
• Documents administrative systems, creating, compiling and updating policies & procedures as needed.
• Lead for Concur questions from INBT faculty, staff and students submitting reimbursements.
• Independently maintains INBT Procurement card and Travel card (purchasing and reconciliation) and assists faculty, students, and non-employee affiliates and participants with purchases and travel arrangements.
• Liaises with vendors for the servicing of office and scientific equipment (copy machine, water dispensers, autoclave, etc.) routinely and when issues arise. Also maintains and orders office supplies/equipment as necessary.
• Plans, coordinates and/or supports routine and special events, activities, meetings, seminars, presentations and helps host visitors; this includes but is not limited to: reserving rooms or venues, setting up, tearing down and cleaning rooms, ordering or purchasing and setting up food and supplies, and audiovisual set-up or coordination; schedule meetings for various individuals or groups of staff by finding dates, times and meeting space and communicate appropriately.
• In conjunction with the lead Communications Specialist, plans and implements annual INBT Symposium (~150 registrants) serving as the lead for logistical planning (catering, poster session, speaker accommodations, etc.)
• Maintains calendar; schedules appointments and meeting rooms for 3 conference rooms in institute.
• Performs other duties as required.

Minimum Qualifications (Mandatory):

• High School Diploma/GED.
• Three years related experience.

• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications:

• Bachelor’s degree.

Special Knowledge, Skills, and Abilities:

• Independent worker, who is flexible, motivated and able to handle multiple tasks and deadlines in a fast-paced environment with professionalism and accuracy.
• Must be collaborative with excellent interpersonal and customer service skills.
• Must be able to communicate clearly, appropriately and effectively both orally and in writing, with all levels of faculty, staff, students, and leadership both inside and outside the institution.
• Ability to exercise high level of independent judgment and proactive initiative in making decisions on the Sr. Administrative Manager’s behalf.
• Ability to identify problems, propose solutions and implement procedures to enhance the effectiveness of administrative functions for the institute and its leadership.
• Knowledge of office administration, record keeping systems, effective scheduling and administrative support services and skills.

JHU Equivalency Formula:  30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.  Additional related experience may substitute for the required education on the same basis. 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.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.42 - $23.95/hr (commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday, 8:30-5:00
Exempt Status: Non-Exempt
Location: ​​​​​​​Homewood Campus
Department name: ​​​​​​​Institute for NanoBioTechnology
Personnel area: Whiting School of Engineering

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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