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Administrative Coordinator

Employer
Johns Hopkins University
Location
Baltimore, Maryland, United States
Salary
Salary Not Specified
Date posted
Feb 21, 2024

Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.

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We are seeking anAdministrative 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 bio sketches 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 Salary Range: Min $18.00 - Max $33.50 HRLY ($53,560 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday, 8:30 A.M - 5:00 P.M
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:
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.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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.

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:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 visithttps://accessibility.jhu.edu/.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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 visithttps://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visithttps://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon 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.


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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