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Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Baltimore, Maryland, United States
Salary
Salary Not Specified
Date posted
Apr 15, 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.

The Behavioral Pharmacology Research Unit is seeking aSr. Administrative Coordinatorto provide essential office and administrative support to the Executive Vice Chair (EVC) for the JHBMC Department of Psychiatry and Behavioral Sciences, who also serves as Director of the Center for Substance Abuse Treatment and Research and the Director of the Behavioral Pharmacology Research Unit (BPRU), as well as support for the overall operations of the BPRU. As a professional representative of the BPRU, the Sr. Administrative Coordinator must be committed to customer service, responsiveness, excellence, flexibility and teamwork. Communicate regularly and interact effectively with senior leadership and their respective staff, deal with sensitive, privileged, and confidential subject matters which requires discretion, tact, and exercising judgement in all conversations, handling of materials, etc. Able to manage office processes, technology, and systems; communicate and collaborate effectively and in a timely manner; prioritize multiple tasks; and take initiative. The Senior Administrative Coordinator will report to the Executive Vice Chair (EVC) with dotted line supervision to Senior Clinical Research Program Manager (SCRPM) of the BPRU and be an integral part of a financial/administrative team that is focused on supporting all aspects of the BPRU. As the on-site administrative staff person for the division, this position is responsible for providing support to faculty, fellows and research staff concerning immediate building, office/research equipment and supply needs (e.g. package delivery) as well as expected/unexpected visitors.

Specific Duties & Responsibilities

  • Manages all administrative activities for the EVC, including drafting and proofing correspondence, conflict-free calendar management, anticipate meeting needs including room reservation, and virtual communication assistance.
  • May be responsible for managing a conflict-free calendar for other senior-level faculty at the BPRU, while exercising a high level of independent judgment in prioritizing requests for time on these calendars and in resolving scheduling conflicts.
  • Independently reviews and re-routes correspondence (written, electronic, and phone/voicemail) directed to EVC, taking responsibility for handling those matters which do not require the EVC’s attention, produces reports as required.
  • Manages time-sensitive projects, determines priorities, and maintains a high degree of professionalism and confidentiality with highly sensitive information/materials, comfortably taking initiative and exercising independent judgment to resolve difficult and/or changeable situations or issues with tact and good judgment.
  • Prepares agendas and minutes for faculty and senior staff meetings.
  • Coordinates, organizes, plans and/or executes all aspects in support of meetings/events that may include Department and/or School of Medicine leadership, i.e., retirement functions, annual research poster session (which includes NIDA leadership).
  • Coordinates and manages visits from VIPs, including hotel reservations, developing itinerary (which often includes Department Leadership).
  • Prepares and submits reimbursements for EVS, visiting VIPS, faculty, fellows and speakers of the BPRU Seminar Series.
  • Interprets and implements university and outside agency rules, regulations, policies and procedures,
  • Secures room resources for meetings, presentations, and events including arranging for AV resources and set-up/tear-down, oversees document destruction.
  • Proactively manages tasks and sets priorities for event planning.
  • Negotiates with vendors for event planning/support and housing for visiting students/scholars and postdoctoral fellow applicants.
  • Creates budget for large events, tracks expenditures to ensure spending is within approved budget.
  • Creates/revises/implements systems or procedures as necessary to improve workflow and efficiency.
  • Responsible for managing an assigned p-card to include reconciliation, and purchases. May also be a delegate for reconciliation for faculty assigned a p-card.
  • Responsible for Procurement for BPRU IT, Pharmacy, Nursing, as well as other faculty/labs as requested. Assist with the develop of standard operating procedures (SOPs) for the use of unique vendors for the division. Assist with providing guidance/training to research staff assigned the procurement role within each lab at BPRU.
  • Coordinates with vendors to be established in Payment Works to both procure from and pay vendors.
  • Responsible for the processing online check payments for vendors used by the division (e.g. Lyft, Grubhub, Quest).
  • Assists with overseeing inter-office moves including set-up, property management request and other building related activities as needed.
  • General administrative duties to include, but not limited to scanning, copying, sorting mail, triaging phone calls, and greeting and assisting visitors.
  • Maintains telephone directory for division on SharePoint.
  • May assist with review of BPRU faculty CVs and bio sketches.
  • Performs other duties as assigned by the EVC and the SCRPM.


Special Knowledge, Skills, & Abilities

  • Previous experience in a higher education environment with strong customer service skills, a plus.
  • Must be proactive, detail-oriented, and organized individual who can track progress and coordinate next steps related to office management activities.
  • Must use independent initiative in using computer programs in an interactive manner to ensure accuracy and efficient use of time and technology.
  • Ability anticipate and support the needs of team members.
  • Prioritize effectively; take an energetic approach to work assignments.
  • Ability to manage multiple tasks and process transactions with a high level of accuracy in a fast-paced environment.
  • Strong organizational skills; acutely detail-oriented and excellent with follow-through.
  • Strong communication skills, including verbal, written and interpersonal skills to deal effectively inside and outside the unit.
  • Ability to work independently and collaboratively as a part of a team; to take initiative and be flexible.
  • Ability to use technology to create administrative efficiencies and interest in staying technically current and mastering new software and university online systems.
  • Oversees office equipment and trains others as appropriate.
  • Proficiency with Outlook, Zoom, Excel, PowerPoint, and Word required.
  • Experience with SAP, Concur, Adobe, and Microsoft Teams, preferred.


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
  • Preferred, bachelor's Degree.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $21.00 - $36.50 HRLY ($48,464 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday thru Friday/40
Exempt Status: Non-Exempt
Location: Johns Hopkins Bayview
Department name: ​​​​​​​SOM Psy Bay Behavioral Pharm Rserch Unit
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:
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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