Sr. Administrative Coordinator

Johns Hopkins School of Medicine seeks aSenior Administrative Coordinator who will provide executive administrative support to the department director for the strategic operation of the department and overall academic and research mission. Responsible for oversight and coordination of all administrative functions of the Office of the Director. Act as liaison and serve as front-line representative. Must be able to communicate clearly, appropriately and effectively both orally and in writing, with all levels of staff and leadership both inside and outside the institution.

Specific Duties & Responsibilities:

• Exercise high level of independent judgment, prioritize and proactive initiative in making decisions on the director’s behalf, as needed.
• Prioritizing requests and responding in a timely manner.
• Ability to think creatively to manage multiple projects independently, including handling matters of a confidential nature with sensitivity and discretion.
• Draft and prepare office communication for signature as well as proofread and edit confidential, sensitive information.
• Ability to identify problems, propose solutions and implement procedures to enhance the effectiveness of administrative functions for the Director.
• Independently manage conflict-free calendar for meetings, appointments and speaking engagements, including those held both inside and outside the institution; assist the director in staying on schedule; anticipate and assemble pertinent materials for meetings and trips. Make all travel arrangements for director- handle all communication with coordinators and conference organizers, prepare itineraries, conference registration, travel and hotel arrangements, and expense reports for reimbursement.
• Answer invitations for seminars, reviews, books, papers, etc.; prepare all forms and materials that need to be submitted by deadline. Must be able to screen visitors, phone calls, and e-mail, responding on behalf of director when needed.
• Planning, scheduling, staffing and documenting meetings for the Director, preparing agendas, PowerPoint presentation, reports, and minutes.
• Make independent decisions regarding special departmental events and travel.
• Assist in maintaining and updating Sharepoint site, and sharing documents with Sharepoint and other file-sharing software. Maintain Gmail and Outlook calendars for departmental events and conference rooms, coordinating multiple conference room scheduling. Create and manage file system and follow up activity on a daily basis.
• Prepare necessary documents for all committee involvements for the director, inside and outside the Institution.
• Design and produce reports and documents (statistical and development reports) using PowerPoint, Excel, and various software as necessary.
• Assist Director with grant preparation, submission, and meeting deadlines. In order to readily provide information for Director’s research grants as well as request from numerous graduate programs for training grants, must keep records current including database for all current and past trainees and their current positions and logistics, Director’s CV, publications and reprints.
• Provide essential assistance with required documentation from the Director in support of sponsored funds applications for other members of the department, past lab members, and colleagues. Prepare supporting documentation for required annual reports.
• Assist with faculty recruitment using Interfolio to lead candidates through application process, manage receipt of documents for search committee and assist with obtaining confidential letters for search committee.
• Coordinate travel arrangements, accommodations, seminars, appointment schedule and reimbursements for potential candidates. Ensure Interfolio has accurate information for future tracking and affirmative action reporting.
• Assist Director in lab management and serves as liaison between Director and lab members. Assist Director and lab members with various duties; order supplies and equipment, serve as vendor contact; composition, editing, and submission of manuscripts and reviews; coordinate lab meeting and journal club rotation schedules; keep lab website updated with essential links and information needed by lab members; coordinate annual equipment and computer inventory, laboratory inspection.
• Coordinate searches for laboratory staff and postdoctoral fellows, including travel arrangements, accommodations, seminars, appointment schedule and reimbursements. Maintain records on past lab members for training grant reporting. Maintain Director’s CV.
• Plan and execute departmental and lab events as needed, including room reservations, communication, and catering or restaurant arrangements.
• Flexibility to perform other administrative related duties, if needed.

Minimum Qualifications(Required)

• High School Diploma or GED required.
• Five (5) years progressively responsible administrative experience

Additional education may substitute for required experience to the extent permitted byJHU 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.

Preferred Qualifications:

• Bachelor’s degree preferred.
• Previous work experience in administration at a higher education institution with a strong customer service orientation preferred.
• Knowledge of SAP desirable but not required.
• Knowledge of JHU policies, procedures, and administrative/financial systems preferred.
• This position would align with the department goals as we grow. We are looking for someone with a keen attention to detail, a love for working, and a dedication to a bigger vision.

Special Knowledge, Skills & Abilities:

• Expertise in administrative support in an office setting including calendaring, word processing, spreadsheets, data research, travel arrangements, minutes, maintaining filing systems and working with confidential materials.
• Proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Sharepoint), Adobe Acrobat, Google Calendar.
• Experience providing management support including demonstrated writing ability to compose written and electronic communications.
• Represents oneself in a manner consistent with standards for professional and ethical conduct to maintain image and credibility.
• Ability to work flexible hours as needed – evenings and weekends.
• Experience working with various software application required.
• Need to have very careful, detail-oriented work habits.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Hourly Pay Rate Range:$20.02 - $27.51/hr (commensurate with experience)
Employee group: Full Time
Schedule:Monday - Friday / 40 hrs per week
Exempt Status: Non-Exempt
Location:School of Medicine Campus
Department name: ​​​​​​​SOM Biophy Biophys and Biophys Chemistry
Personnel area: School of Medicine

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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