Sr Administrative Coordinator
- Employer
- Johns Hopkins University
- Location
- Maryland, United States
- Salary
- Salary Not Specified
- Date posted
- Apr 3, 2023
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 aSr. Administrative Coordinatorwho will provide complex administrative support for the Institute for Cell Engineering (ICE) Directors. This position will represent the Senior Leadership Team as appropriate in communicating professionally with faculty, administrators, staff, and external contacts to respond to questions, resolve administrative problems and issues, and gather data as needed; and interpret the operating policies of the University.
Exercise high level of independent judgment, prioritize and proactive initiative in making decisions on the director's behalf, as needed. Prioritizing requests and responding in a timely manner. Ability to think creatively to manage multiple projects independently, including handling matters of a confidential nature with sensitivity and discretion. Draft and prepare office communication for signature as well as proofread and edit confidential, sensitive information. Ability to identify problems, propose solutions and implement procedures to enhance the effectiveness of administrative functions for the Director.Specific Duties & Responsibilities
- Responsible for independently managing a conflict-free calendar of meetings and appointments for the Directors.
- Greet visitors; organize high-level meetings with constituencies as required; anticipate schedule conflicts and take initiative to resolve them in a timely manner.
- Provide support to the Administrative Manager, coordinate major activities, social events, fundraising opportunities, symposiums, and seminars including developing program agendas and materials, and coordinate scheduling, preparation, set up, and logistics for these events/functions.
- Coordinate visits from donors, and high-level delegations.
- Conduct site visits to evaluate different venues.
- Sets up and prepares for internal meetings, preparation, and distribution of materials and agendas.
- Maintains files and prepares materials for the Directors' external meetings including travel documents, itineraries, readings, speaker summaries, and slide presentation handouts.
- Prepares and edits: general correspondence, promotion letters, award letters, and letters of support. Triage complaints and requests directed to the Directors and handle them accordingly. Directs these requests to the appropriate resources.
- Enters reimbursements, check processing, orders supplies and other items, answers telephones, screens callers, takes messages or refers questions to the appropriate staff, sorts incoming mail, and highlights priority items, updates staff lists, group email lists, and sets up mailboxes for new staff.
- When needed, order meals for meetings, and make travel and accommodation arrangements.
- Pick up and delivers materials as required. Updates Institutes' website information and news as needed. Assist in training new Administrative Coordinators and Senior Administrative Coordinators.
- Assist in training new Administrative Coordinators and Senior Administrative Coordinators.
- Assist Director in lab management and serves as a liaison between Director and lab members.
- Assist Director and lab members with various duties; serve as vendor contact.
- Coordinate searches for postdoctoral fellows including travel arrangements, accommodations, seminars, appointment schedules, and reimbursements.
- Prepare and send letters of reference for current and former students and postdoctoral fellows.
- Plan and execute departmental and lab events as needed, including room reservations, communication, and catering or restaurant arrangements.
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
- Bachelors Degree.
Classified Title: Sr Administrative
Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Hourly Pay Rate Range: $20.40-$35.70 ($54,600 budgeted;
Commensurate with experience)
Employee group: Full Time
Schedule: 5/40
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM ICE General Administration
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, theJHU 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 atjhurecruitment@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 visitaccessibility.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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