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Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted date
Aug 2, 2021

View more

Position Type
Administrative, Academic Affairs, Research Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Administrative
Employment Type
Full Time
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Johns Hopkins Institute for for Basic Biomedical Sciences (IBBS) seeks aSenior Administrative Coordinator who will provide complex administrative support (including developing, implementing, and maintaining appropriate office protocol and organization; competently executing or organizing day-to-day administrative tasks; and drafting, editing, and typing various types of correspondence and reports) for the IBBS Directors. This position will represent the Senior Leadership Team as appropriate in communicating professionally with faculty, administrators, staff and external contacts to respond to questions, resolve administrative problems and issues, and gather data as needed; interpret operating policies of the University; and exercise independent judgment in the resolution of administrative problems. The incumbent will make innovative recommendations to improve efficiency and oversee day-to-day administrative and programmatic elements of projects across multiple institutional research initiatives.

Specific Duties & Responsibilities:

  • Responsible for independently managing a conflict-free calendar of meetings and appointments for the Directors; organize high-level meetings with constituencies as required; anticipate schedule conflicts and take initiative to resolve them in a timely manner.
  • Coordinate major activities, social events, fundraising opportunities and seminars including developing program agendas and materials, coordinate scheduling, preparation, set up and logistics for these events/functions. Coordinate visits from donors, and high-level delegations. Conduct site visits to evaluate different venues. Sets up and prepares for internal meetings, preparation and distribution of materials and agendas.
  • Maintains files and prepares materials for the Director’s external meetings including travel documents, itineraries, readings, speaker summaries, and slide presentation handouts.
  • Prepares and edits: general correspondence, promotion letters, award letters, and letters of support. Triage complaints and requests directed to the Directors and handles them accordingly. Directs these requests to the appropriate resources.
  • Enters reimbursements, check processing, order supplies and other items, answers telephones, screens callers, takes messages or refers questions to the appropriate staff, sorts incoming mail, and highlights priority items, updates staff lists, group email lists, and sets up mail boxes for new staff.
  • Assist in grants management and submission.
  • When needed, order meals for meetings, makes travel and accommodation arrangements. Pick up and delivers materials as required. Maintain electronic and hardcopy records and stores them appropriately so they are accessible to the Director and other staff
  • As appropriate routine photocopying, filing and faxing; operate office equipment such as photocopier, fax machine, and calculator; coordinate the servicing of equipment; operate personal computer to access e-mail, electronic calendars and other basic office support software.
  • Greets visitors, creates lists of references, tables, charts, graphs, and PowerPoint presentations as needed.
  • Maintains electronic files of meetings, articles, presentations, etc.
  • Coordinates the receipt and processing of information for project management and reporting.
  • Updates Institute’s website information and news as needed.
  • Assist in training of new Administrative Coordinators and Senior Administrative Coordinators.

Minimum Qualifications (Mandatory):

  • High School Diploma/GED.
  • Five years progressively responsible administrative experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

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: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $17.59 - $24.80/hr (commensurate with experience)
Employee group: Full Time
Schedule: M - F, 8:30 - 5:00
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: ​​​​​​​SOM Bas Sci Inst Basic Biomed Sciences
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.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, please visit:https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/

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

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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

School of Medicine - East Baltimore Campus


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 at jhurecruitment@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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm
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