Administrative Coordinator
- Employer
- Johns Hopkins University
- Location
- Maryland, United States
- Salary
- Salary Not Specified
- Date posted
- Oct 3, 2022
View more
- Position Type
- Administrative, Academic Affairs, Research Administration, Business & Administrative Affairs, Business & Administrative Support
- Employment Level
- Administrative
- Employment Type
- Full Time
We are seeking an Administrative Coordinator. This position will provide administrative and project support to the Research Laboratories and Research Faculty of the James Buchanan Brady Urological Institute. Will provide a range of administrative support to administrative staff, to research faculty, and other research staff as needed. Responsibilities include scheduling appointments and meetings, preparing meeting materials, preparing correspondence, compiling data, answering telephones, special projects, and records maintenance. The incumbent will perform duties of a sensitive and confidential nature and must demonstrate careful judgment, a high level of discretion and the ability to work independently. The individual will be able to take direction from multiple inputs, prioritize effectively, take a proactive approach to work assignments, and take initiative in the anticipation of further needs of the labs and their faculty and staff. The individual must be committed to customer service and deal with highly sensitive, privileged, and confidential subject matter.
Specific Duties & Responsibilities
- Provides administrative support to the research faculty and their research groups identified to include maintaining schedules, set up and prepare for meetings, prepare, and edit general correspondence, take and maintain minutes for meetings as required, and prepare and maintain required reports.
- Communicates effectively and maintains positive, courteous, supportive, and professional working relationships with all levels of contacts; contributes to the customer service-oriented atmosphere within the department to assist when needed or requested.
- Submit requests and interact with JH facilities related to
service/repair requests.
- Must be proficient with SAP including shopping cart,
reimbursements, and paying of invoices.
- Will serve as the key person for maintaining a database of
faculty biosketches and other support documents for the department.
Documents will need to be updated on an as needed basis, require
communication with the department’s grants and contracts
administrator, access to sensitive financial information and
salaries maintained in research grant/contract documents, and
communication with faculty and other research administrative task
to identify information needed to complete these
documents.
- Assist research faculty with the scheduling of business travel
and securing reimbursement for related travel expenses.
- Assumes administrative tasks, special projects, ad hoc reports,
research data and other related activities. A high level of
confidentiality and professionalism is required as well as
attention to detail.
- Answers telephones, screens callers, takes messages or refers
questions to the appropriate staff, and greets visitors; provides
backup phone coverage for department as needed; schedules elaborate
and detailed meetings and appointments.
- Maintains calendar, schedules appointments and the electronic
calendar for 3 conference rooms.
- Composes, edits, types and distributes various letters and
correspondence; creates and maintains necessary files; develops and
maintains information to generate various reports for departmental
projects; creates tables, charts, graphs, and PowerPoint
presentations as needed; maintains project files; coordinates the
receipt and processing of information for project
management.
- Coordinates departmental events and meetings. This includes
playing a role in the planning and execution of a regular journal
club, research seminar series, research conferences, and visiting
professors.
- Serve as a general recourse for all inquiries from a variety of
constituents including providing information on related activities,
policies, and procedures.
- Establish and maintain an organized filing system according to
office procedures to ensure the expeditious retrieval of
information in both paper and scanned format.
- Coordinates ordering of office supplies and other materials as
necessary.
- Candidate will need to be certified for DOT/IATA Certification
and will coordinate shipments outgoing from research.
- Updates research staff lists, group email lists, and sets up
mailboxes and lockers for new research faculty and
staff.
- Act as the access point for laboratory keys and maintains a
record of who has received and returned keys.
- Provides backup cross coverage for the Administrative Manager
for Urology Research and the Executive Assistant for the Director
as needed.
- Performs other duties as assigned by the laboratory investigators, and the Administrative Manager for Urology Research.
Special Knowledge, Skills, & Abilities
- Excellent typing and accuracy skills, proficient with personal computers, demonstrated knowledge of Windows and Microsoft Office, including Word, Excel, Outlook, Powerpoint, and Teams.
- Strong computer literacy skills and ability to learn new
software.
- Excellent verbal and written communication skills.
- Ability to take initiative and exercise independent judgment to
resolve administrative problems.
- Demonstrated proactive approaches to problem solving with
strong decision-making capability.
- Excellent organizational skills with attention to detail;
strong interpersonal skills and ability to work as part of a
team.
- Highly resourceful team player with the ability to also be
extremely effective independently and with little
guidance.
- Ability to work in a dynamic fast-paced environment and respond
quickly to changing priorities.
Minimum Qualifications
- High School Diploma or graduation equivalent.
- Three years related experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Bachelor’s Degree.
Classified Title: Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Hourly Pay Rate Range: $17.95-$25.30 HRLY
(Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday/ 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM Uro Urology Research
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
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