Administrative Coordinator

Molecular Biology & Genetics (MBG), Office of the Director, is seeking an Administrative Coordinator who provides general office management support to the Administrative Manager and academic faculty of MBG. The position assists with office workflow, scheduling, correspondence, invoicing, and report preparation. The Administrative Coordinator must be organized, diplomatic, and possess good communication skills and reports to the Administrative Manager in the Directors office.

The Administrative Coordinator will be the lead coordinator for the Department of Molecular Biology events such as the MBG Seminar Series, departmental Diversity and Inclusion Working Group (DIWG) Seminar Series and annual faculty-laboratory Colloquia presentations as well as the facilitator for MBG weekly Journal Club and monthly postdoc meetings. Collaborate with other MBG staff members in planning for the annual Daniel Nathans Memorial Lecture. Advertise all MBG events via printed flyers and electronic media.

This position requires the coordination of detailed travel, for in-person & virtual seminar visits and scheduling for visiting JHU-Hopkins, domestic and international visiting scientists, guest speakers and postdoctoral fellow (job) candidates. The Administrative Coordinator will also assist with MBG faculty recruitment as point of contact for faculty candidates, preparing complex interview schedules and travel itineraries for visiting faculty candidates.

Specific Duties & Responsibilities

Seminar Coordinator - MBG Seminar/Colloquia Series

• Coordinator for the Department of Molecular Biology and Genetics (MBG) Seminar Series, departmental Diversity and Inclusion Working Group (DIWG) Seminar Series and schedule annual faculty-laboratory Colloquia presentations, graduate student thesis seminars and other MBG large-scale events as needed.
• Plan and coordinate detailed travel, in-person & virtual seminar visits and scheduling for visiting JHU-Hopkins, domestic and international visiting scientists, guest speakers and postdoctoral fellow (job) candidates. Advertise events by preparing and posting flyers as well as advertising events electronically.
• Works independently to determine priorities and maintain a high degree of professionalism to assure that visiting guest needs are accommodated.
• Serves as primary contact for speakers by responding directly to phone and email requests.
• Acts as point of contact for MBG faculty members to host national and international visiting professors and recruitment candidates.
• Prepares, confirms and distributes complex meeting itineraries for visiting professors and faculty candidates. Greets visitors and speakers when they arrive on campus to escort them to various locations throughout the JHU campus. Accommodates speakers or visitors needs throughout the day of the seminar, or visit.
• Coordinates travel logistics which includes booking flights, providing sedan/limo service from airports and train stations to hotels and to the Hopkins campus, selecting the seminar sites and booking of hotel rooms for guest speakers.
• Research possible venues by visiting sites and finding resources to help make decisions about event locations; serves as liaison with vendors on seminar and event-related matters.
• Provides direct support to MBG Department Director, Administrative Manager, faculty and their staff in preparation for seminar visits and faculty recruitment.
• Communicates daily with vendors including hotels, restaurants, airlines and Amtrak, travel agents (primarily World Travel, Inc.), ground transportation/limo companies, and caterers, as well as other Hopkins internal departments, i.e., audiovisual, scheduling, facilities, housekeeping, and other departments as the need arises.
• Responsible for seminar room set-up, providing audiovisual assistance with AV equipment. Coordinates room scheduling for the use of Basic Sciences auditoriums, PCTB auditoriums and conference rooms.
• Arranges and sets up student and faculty formal and informal lunches, catering for events, tea/coffee set-up before guest seminar presentations, faculty-hosted dinners, receptions, chalk talks and other MBG seminar-related events.
• Prepares, posts and distributes seminar flyers and announcements via email to MBG and the Basic Science Departments, Hopkins electronic calendars, Science calendar, JH Hub, Inside Hopkins, and plasma screens to publicize seminars and other events.
• Prepares and submits expense reports, check requests, vendor invoices and honoraria payments for speakers and other invited guests (including visiting postdocs and non-employees) through PaymentWorks and Hopkins SAP system to ensure timely reimbursement of vendor payments, honoraria and speaker expenses.
• Maintains the Seminar/Colloquia Schedule daily to update the ever-changing list of seminar speakers and faculty-lab colloquia presentations throughout the academic year.

Provide Administrative Assistance in planning for Annual Daniel Nathans Memorial Lectureship

• Communicates with annual keynote speakers and their executive assistants to confirm travel arrangements and other important details about the lectureship and their visit with MBG. Prepares a detailed itinerary for the honoree, listing timeline and meetings with faculty and other details for the day of the lecture. Provides directions, parking and/or limo service to and from the airport and hotel for the speaker.
• Reserves WBSB (ground floor) lecture halls, arrange for recording of lecture by medical video department and arrange for AV services by SOM AV tech. Notifying housekeeping department to assure that the auditorium, lecture hall and the entire ground floor of the WBSB are clean and suitable by the start of the event.
• Coordinate with Pathology Photography staff or FedEx to create lecture materials (PDF of flyer announcement for advertising, posters to be displayed on easels and program invitation) used to advertise lecture throughout Hopkins campuses.
• Coordinates menu selections for cocktail hour and formal dinner for the lecturer and selected invited guests at Gertrudes restaurant (off-campus restaurant) at the Baltimore Museum of Art. Work closely with the catering manager at Gertrudes to assure that all details are addressed.
• Responsible for publicity announcing lectureship details in all of Hopkins electronic calendars, Broadcast email, plasma screens, Science Calendar, JH Hub, Public Affairs, Faculty Affairs, Fund for JH, JHU School of Nursing, School of Public Health, JHH, Basic Sciences Departments and other campuses. Sends out recurring emails to faculty, postdocs, students and staff throughout the Hopkins campuses in a timely fashion. Sends out reminder flyers and emails to all Basic Sciences departments during the months/weeks leading up to lecture.
• Arranges and processes the speakers travel expense report and honorarium payment. Processes invoice payments to caterers and other vendors.

Journal Club Duties

• Coordinate and attend Journal Club orientation at the beginning of the academic year to remind students of information and deadlines for JC presentations. Journal club presentations are held on Fridays (Mid-September through the end of May throughout the academic year).
• Send email reminders to student and faculty advisor three weeks in advance of students JC presentation outlining the student and advisor responsibilities.
• Prepare an outline of student presentation including the abstract, paper and link to paper and email to MBG Journal Club group list and MBG postdocs one week before the student presentation. Advertise/post flyer of the students abstract and paper information in key MBG areas.
• Maintain list of student papers to avoid duplication of student papers.
• Send student reminders of deadlines and request a PDF of PowerPoint slide presentation to be put on the MBG website.
• Arrange for delivery of pizza for weekly Journal Club meetings.
• Day of Journal Club: send email reminder to MBG department, assure that JC presentations are set up by AV tech (Journal Club is currently held in Mountcastle Auditorium); prepare for set-up of pizza for attendees.
• Print award certificates at the end of the JC season to be given to three outstanding student presenters. Certificates and awards are presented to awardees by the Journal Club Director.

Other Departmental Duties

• Coordinate catering for weekly seminars, colloquia, journal club, happy hour, lab meetings, poster sessions, potlucks and other departmental events.
• Order and monitor inventory for beer, sodas, water, paper plates, utensils and cups used for happy hours and other departmental events.
• Process travel reimbursements and check requests for MBG department faculty, postdocs, students and staff. Monthly Postdoc Meetings: Order, meet delivery driver and set up pizza for postdocs in 517 conference room. Process invoice/payment requests for catering payments.
• Coordinate and serve as Course Administrator for 2 SOM courses offered once per academic year. Interact with course directors, teaching faculty, teaching assistants, and graduate students on a regular basis while courses are in-session. Schedule course meetings as needed. Edit course documents. Organize and upload course materials into electronic course platform, Canvas. Keep and disseminate scores and results to students and Registrar's Office. Maintain electronic record of all course materials.
• Update departmental website and intranet site as needed.
• MBG faculty recruitment: point of contact for faculty candidates; prepare complex interview schedules and travel itineraries for visiting faculty candidates.
• Additional duties as assigned by MBG Director and Administrative Manager.

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.
• Experience with accounting software.
• Experience within an academic environment.
• Experience scheduling and coordinating travel arrangements.

Special Knowledge, Skills, & Abilities

• Demonstrate computer proficiency in word processing, presentation software (Word, PowerPoint, Excel, Outlook, OneDrive, SharePoint, etc.) and browsers/internet.
• Excellent communication skills and skills related to project organization, decision-making and attention to detail.
• Must be a team player with the ability to work independently.
• Strong organizational skills, time management, interpersonal (both verbal/written) and administrative skills.

Classified Title: Administrative Coordinator
ATO 40/E/02/OE
Starting Salary Range: $17.95-$25.30-$32.60 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: M-F/8:30am-5pm
Exempt Status: Non-Exempt
Location: ​​​​​​​Hybrid/School of Medicine Campus
Department name: ​​​​​​​SOM MBG Molecular Biology and Genetics
Personnel area: School of Medicine

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

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:

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 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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

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