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Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Date posted
Aug 2, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Administrative
Employment Type
Full Time
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Support the Brain Injury Outcomes Services (BIOS) Research Program and Clinical Trials Unit, which manages multi-center, 20+ million dollar federally funded clinical trials and multiple site-specific pharmaceutical sponsored trials. Provide support to the Division leadership.

We are seeking aSenior Administrative Coordinator (SAC) who will provide complex administrative and project support to the Division of Brain Injury Outcomes (BIOS) leadership, as well as administrative support to the general operations of the department while working collaboratively with the BIOS administrative core. This position is responsible for a wide variety of job duties including, but not limited to, administrative support, communications support, project management support and organization support. This role will be responsible for scheduling appointments, arranging meetings, making travel arrangements, drafting and editing correspondence and ensuring the smooth daily operations of the division.

The SAC will work with the administrative core to coordinate and plan office activities, teleconferences, and various meetings as requested. This individual will work in conjunction with BIOS Leadership and administrative core team on a variety of projects as directed by BIOS leadership. The SAC will work closely with the administrative core team, coordinating efforts towards meeting deadlines, clarifying priorities, and ensuring organizational goals and mission are maintained. This role will work with the administrative core to develop and recommend administrative processes and procedures to assure efficiency and will serve as a general resource for all direct inquiries from a wide variety of constituents including providing information on related activities, policies, and procedures.

The Sr. Administrative Coordinator will research and assemble materials for presentations, as well as establish and maintain organized paper and electronic filing systems according to office procedures to ensure the expeditious retrieval of information. They will perate and coordinate servicing of office equipment such as copier, fax machine, scanners, etc. as well as scan office materials. They wil locate and compile information and format reports, graphs, tables, records, and other sources of information.

On a regular and continuous basis, this role will exercise administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within their functional area. The Sr. Administrative Coordinator must be able to prioritize multiple tasks, communicate effectively and collaborate with other members of the BIOS team, have the ability to work independently, coordinate special events and department-wide activities. This high-level position works directly for the division Leadership.

Specific Duties & Responsibilities:

  • Managing complex calendars of leadership, scheduling and managing transition between meetings.
  • Arrange meetings and associated logistics; travel arrangements, using multiple virtual meeting programs, drafting and editing agendas and managing meeting materials.
  • Work with the administrative core to coordinate and plan office activities, organize and maintain office systems, and overall office support. (i.e., staff recognition program activities; holiday gatherings, etc.).
  • Identify and resolve administrative problems and issues.
  • Work with administrative core to track and manage divisional software licenses and equipment. Including implementation of new systems and processes.
  • Represents division administrators in appropriate circumstances within the scope of the position’s responsibility and purview.
  • Develop in collaboration with the administrative core administrative processes/procedures to support efficiency.
  • Ability to make independent judgments and to act on decisions daily.
  • Ability to work for long periods of time without direction.
  • Outstanding organizational skills, analytical and problem-solving abilities, and attention to detail.
  • This description is a general statement of required duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
Minimum Qualifications(Required)

  • High school diploma/GED,
  • Five (5 years progressively responsible administrative experience.

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

Preferred Qualifications

  • Bachelor's degree strongly preferred.
  • At least five years of progressively responsible senior administrative experience required.
  • Final applicant for this position may be required to complete skills assessments appropriate to position description.

Special Knowledge, Skills & Abilities:

  • Excellent customer service and strong communications (oral and written) skills are required.
  • Strong attention to detail and problem-solving abilities required.
  • Must be able to work in a fast paced, changing environment handling multiple tasks efficiently and accurately.
  • Ability to manage frequent interruptions and changing priorities; complete assignments without established procedures; ability to work autonomously and handle multiple tasks simultaneously in a fast-paced deadline-driven environment.
  • Ability to maintain confidentiality.
  • Ability to interact effectively with all levels of University and Hospital employees as well as outside contacts.
  • Demonstrated ability to work independently and as part of a team.
  • Ability to learn and use various software applications and platforms.
  • Strong organizational skills, with attention to details and time management.
  • Demonstrated organizational skills with proven ability to effectively prioritize workload.
  • Proven ability to multi-task and process data quickly with a high level of accuracy.
  • Ability to work collaboratively as part of a team.
  • Ability to work effectively with faculty and staff from a variety of diverse backgrounds.
  • Ability to take initiative and be proactive with workload and meet deadlines.
  • Experience in administrative support in an office setting including calendar management, word processing, data research, travel arrangements, minutes; maintaining file repositories and working with confidential materials.

Technical Qualifications/Specialized Certifications:

  • Advanced–level knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Teams, SharePoint, OneDrive, Outlook), and Zoom.
  • Exceptional computer literacy; PC and MAC.

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 Hourly Pay Rate Range:$20.02 - $27.51/hr (commensurate with experience)
Employee group: Full Time
Schedule:M-F 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: ​​​​​​​SOM Neuro BIOS
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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