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Sr. Administrative Coordinator, HR Focus

Employer
Johns Hopkins University
Location
Baltimore, Maryland, United States
Salary
Salary Not Specified
Date posted
Apr 25, 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 Department of Neurology is seeking aSr. Administrative Coordinator, HR Focusto support the Brain Injury Outcomes Services (BIOS) Research Program and Clinical Trials Unit, which manages multi-center, 20+ million dollar federally funded clinical trials and multiple site-specific pharmaceutical sponsored trials. The Coordinator provide supports to the BIOS division leadership and Administrative Manager.

The Sr. Administrative Coordinator will provide complex administrative and project support to the BIOS CTCC leadership, as well as administrative support to the general operations of the department while working collaboratively with the BIOS administrative core. The Sr. Administrative Coordinator will provide administrative support with a focus on human resources activities critical to the department's general operations. This position is responsible for a wide variety of job duties including acting as a HR information resource, scheduling, interviews, assisting with new hire contacts, coordinating new hire onboarding, training coordination, training compliance tracking, other human resource related tasks, and administrative support. Will serve as the primary point of contact for information and assistance throughout the interviewing and hiring process. Will coordinate internal and external meetings, generate reports, and monitor and support tasks and outcomes that are part of the BIOS CTCC business plans. The Sr. Administrative Coordinator must be able to prioritize multiple tasks, communicate effectively and collaborate with other BIOS team members, work independently, coordinate events and department-wide activities.

Specific Duties & Responsibilities

  • Work within the administrative core to support leadership and division.
  • Provide administrative support for leadership and for divisional operations, initiatives, and events, e.g.., staff recognition and engagement activities, and in-person client meetings, etc.
  • Manage complex calendars of leadership, scheduling and managing transition between meetings.
  • Arrange meetings and associated logistics; travel arrangements, using multiple virtual meeting programs, drafting and editing agendas and managing meeting materials.
  • Primary point of contact for BIOS staff on JHU policies and procedures in collaboration with NeuroHR.
  • Ensure smooth administrative support for hiring processes and new-hire orientation.
  • Facilitate interviews and liaise with hiring managers, NeuroHR, and recruiters to support relevant HR related tasks.
  • Assist BIOS leadership to create job descriptions for new positions, submit personnel requisitions, interview applicants, and assist with the hiring process in collaboration with NeuroHR, including reviewing applicants and, scheduling interviews.
  • Track and monitor open and closed requisitions.
  • Assist with the development of new-hire onboarding and training plans for new team members.
  • Coordinate and facilitate the onboarding of new hires and required tools for their role, e.g.., equipment, software, phone line, etc.
  • Assist in daily coordination of human resources related BIOS activities, e.g. tracking of staff required training, sending reminders to staff about upcoming training, and alerting leadership when issues arise.
  • Maintain BIOS personnel files and development plans, tracking staff progression.
  • Coordinate leave process, ensuring accuracy and adherence to internal procedure.
  • Identify and resolve administrative problems and issues in the division.
  • Develop and recommend, in collaboration with the administrative core, administrative processes/procedures to support efficiency.
  • Represent division administrators in appropriate circumstances within the scope of the position’s responsibility and purview.

*This description is a general statement of required duties and responsibilities performed regularly. It does not exclude other duties as assigned. The successful applicant will possess the ability to problem solve and resolve conflict; research, analyze and interpret data; communicate well verbally and in writing; anticipate needs and follow through; show good judgment and strong initiative; possess a cooperative attitude.

Additional Knowledge, Skills, & Abilities


  • Ability to manage frequent interruptions and changing priorities; complete assignments without established procedures; ability to work autonomously and handle multiple tasks simultaneously in a fast-paced deadline-driven environment with a high level of accuracy.
  • Ability to take initiative, be proactive and resourceful with workload and meet deadlines.
  • Ability to maintain confidentiality.
  • Ability to interact effectively with all levels of University and Hospital employees and outside contacts.
  • Ability to work collaboratively as part of a team.
  • Proficient in Microsoft Office Suite: Outlook, Word, Excel, PowerPoint, OneDrive, and Teams.
  • Proficient with SharePoint, collaborating and co-authoring of documents.
  • Possess the ability to learn new software programs such as Lucid Chart, Smartsheet, and Concur travel and reimbursement systems, which will be taught on the job.


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
  • Experience in administrative HR support in an office setting including calendar management, word processing, data research, maintaining file repositories and working with confidential materials.
  • Prior HR experience.
  • MyPerformance, MyLearning, MyRecruiting, JHU Recruitment, SuccessFactors and SAP experience.
  • Knowledge of recruiting procedures and employment practices.

Classified Title: Sr. Administrative Coordinator
Job Posting Title (Working Title): Sr. Administrative Coordinator, HR Focus
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $21.00 - $36.50 HRLY ($59,800 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: ​​​​​​​SOM Neuro BIOS
Personnel area: School of Medicine

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
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.

Diversity and Inclusion
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
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/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive theseasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status.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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