Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted date
Aug 6, 2021

View more

Position Type
Administrative, Academic Affairs, Research Administration, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Salary Band
Not specified
Employment Type
Full Time
The Department of Medicine seeks aSenior Administrative Coordinator who will serve as assistant to primarily one (1) faculty member and is the research administrator to the GI Core Center and multiple NIH Grants. The GI Core Center has Four (4) Cores and requires a variety of administrative activities. Communicates frequently with all members of the GI Core Center (approximately 60 people) regarding conferences, equipment purchases and proposed meetings. Coordinates the day-to-day activities of a multi-faceted research practice.

Specific Duties & Responsibilities:

Research Administration Responsibilities:

  • Administrator of our PPG (Project Program Grant) which includes scheduling of meetings and weekly seminars; coordinates the yearly Scientific Advisory Committee Meeting which includes making travel arrangements and organizing yearly 1.5 days Scientific Meeting.
  • Function as a liaison to the Institutional Research Administration and the Development Office to help investigator identify and apply for additional funding sources.
  • Develop and compile reports. This includes the yearly NIH progress report.
  • Assists with preparations of presentations. Prepare meeting materials, record and draft minutes, monitor and follow up on action items.
  • Maintains the Cell Culture, biobank, Imaging Core, and overall Core Center websites and charge back accounts.
  • Organizes weekly GI Core Center Lecture Series with Visiting Professor’s staff to make travel arrangements and itinerary, hotel accommodations, private meetings requested, dinner arrangements and escort them around the Hopkins Complex.
  • Organizes weekly divisional GI Research Conferences and weekly Research Journal Club.
  • Organizes yearly Hofmann lecture visits, presentation, and social activities and yearly day long symposium with approximate 6 non JHU visiting scientist arrange travel hotel activities and lectures.
  • Organizes yearly day long Center retreat off the JHU medical campus.
  • Coordinates the faculty member’s calendar, prioritize telephone messages, creates and manages database files that will track filing and correspondence documentation
  • Responsible for all Time Away submissions. Must coordinate coverage for this task when out of the office or on vacation
  • Performs other duties as assigned
  • Organize weekly laboratory meetings, which include all members of the Donowitz,

Zachos, Foulke-Abel, and Tse Labs:

  • Prepares application for laboratory for use of animals and human studies, use of DNA and use of radioactivity.
  • Responsible for the preparation/submission of NIH grants for Dr. Mark Donowitz and members of his laboratory.
  • Responsible for the preparation/editing/submission of all manuscripts for all members of Dr. Donowitz’s principal investigators.
  • Responsible for negotiating and purchasing new laboratory equipment, animals, supplies and services, including service contracts.
  • Orders all supplies for the Donowitz Lab and all other labs supported by Dr. Donowitz.
  • Works with Grants and Contracts Analyst to monitor expenses for these labs using appropriate SAP BE reports.
  • Provides administrative support and perform general administrative duties necessary for the efficient operation of the lab.
  • Assists researchers in the Donowitz group in obtaining MTA’s (Material Transfer Agreements) though licensing and Technology Development. Responsible for submission of all animal protocols and animal shipments/transfers.
  • Serves as Divisional Liaison for annual lab inspections. Works with Faculty to prepare for annual lab inspections. Works with facilities to report all findings and follow up actions for infractions discovered during inspections.
Minimum Qualifications(Required)

    High School/GED required Five (5) years progressively responsible administrative 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

Five (5) years progressively responsible related experience required.

Special Knowledge, Skills & Abilities

Excellent administrative and organizational and communication skills required.

    Excellent proofreading skills, ability to prioritize, handle multiple tasks and to set and meet deadlines, and the ability to work under pressure.
  • Demonstrates organizational skills with proven ability to effectively prioritize workload.
  • Proven ability to multitask 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, staff and students 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 calendaring; word processing; data research; travel arrangements; minutes; maintaining file systems and working with confidential materials. Basic knowledge of telecommunications.
  • Demonstrated proficiency with a variety of software applications including spreadsheets and presentation software required
  • Prepares or participates in the preparation of special projects and monitors activities related to them.
  • Complies information for format. Produces reports, graphs, tables and presentations using software such as Microsoft Office applications including Word, PowerPoint, Photo Editor, Print Shop, Front Page, Access, and Adobe Acrobat
  • Communicates with Hopkins faculty and staff for information required for annual reporting. Collates, edits and formats reports for submission.
  • Intermediate knowledge of office software, including Microsoft Word, Access, Excel, PowerPoint, Photo Editor, Print Shop, Front Page, Access and Adobe Acrobat.

Decision Making:

    On a regular basis exercises positive administrative judgement.

Supervises:

    May oversee or coordinate the work of others on a permanent or temporary basis.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Hourly Pay Rate Range:$19.82 - $27.27/hr (commensurate with experience)
Employee group: Full Time
Schedule:Monday - Friday, 40 hours/week
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: ​​​​​​​SOM DOM Gastroenterology
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, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/and all other JHU applicants should 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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