Sr. Admin Coordinator

We are seeking a Sr. Admin Coordinator who will be responsible for the oversight of operations and administrative functions of the Armstrong Institute Center for Healthcare Human Factors. Works independently to ensure day-to-day operational effectiveness of the Center. Exercises discretion and judgment to identify administrative problems, determine causes, and implement solutions. Responsible for maintaining and coordinating the workflow and efficiency of Center for Healthcare Human Factors. Coordinates and directs office resources toward timely completion of special projects within budget. Develops plans and implements procedures to reach operational goals. Acts as a liaison with contacts throughout Johns Hopkins Medicine, external organizations, and international contacts. Manage and assist with strategic administrative projects and events related to the expanding needs of the Center for Healthcare Human Factors. Effectively communicate with all levels of professionals. Serve as project coordinator for multiple projects, ensuring that project is kept on track for timely completion.

Specific Duties & Responsibilities

• Provides administrative support to the Director, Program Manager, and other Center staff.
• Assisting with the day-to-day operations of the Center.
• Coordinating and attending meetings.
• Preparing meeting minutes and distribution.
• Serving as an information resource to assist the Director in daily decisions.
• Preparing administrative reports and course materials.
• Reviewing and following up on monthly budget reports.
• Composing correspondence.
• Proofreading and editing letters.
• Preparing and presenting slide presentations.
• Processing incoming and outgoing mail..
• Submit and oversee expense submissions against budget; Manage and track expenditures and reimbursements.
• Coordinate purchase of supplies and technical equipment.
• Submit reimbursement requests for all staff in the Center.
• Identifies and resolves administrative problems and issues. Develops and recommends administrative processes/procedures to assure efficiency.
• Interprets and communicates operating policies.
• Organize committee meetings. Work with the Director to initiate agendas, prepare minutes and submit in a timely manner.
• Work closely with AI Human Resources Manager to assess Center staffing needs and develop job descriptions and requisitions based on those needs. Assist with on-boarding for Center employees.
• Organize all aspects of travel arrangement and accommodations for special speakers and guests. Schedule, prepare, and distribute itineraries. Prepare honoraria, expense reports, and reimbursement requests.
• Manage special projects and plan events; organize and arrange special Center projects, meetings, and conferences. Monitors and follows up on action items. Plan all components of large social functions, e.g., luncheons, dinners, and banquets.
• Assist the Director with preparation of lectures and other teaching functions.
• Other duties as assigned.

Minimum Qualifications

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

Preferred Qualifications

• Demonstrated ability to act independently.
  

• Demonstrated ability to maintain confidentiality.
  

• Excellent organizational, interpersonal, and communication skills.
  

• Ability to work under pressure.
  

• Basic accounting skills.
  

• Microsoft Office, Adobe Pro.
  

• Familiarity with SAP.

Classified Title: Sr. Administrative Coordinator
Working Title: Sr. Admin Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Hourly Pay Rate Range: $20.40-$28.00 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: M - F 8:30 - 5:00 PM
Exempt Status: Non-Exempt
Location: ​​​​​​​Hybrid/JH Downtown Center
Department name: ​​​​​​​SOM Admin Armstrong Institute
Personnel area: School of Medicine

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for 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.

The successful candidate(s) for this position will be subject to a pre-employment background check.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

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. 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 campus. 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.

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

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