Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted date
Oct 21, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Full Time

We are seeking aSenior Administrative Coordinator who provides administrative and budget support to the PAVE Martin Delaney Collaboratory which is a recently funded (8/2021) consortium of investigators and community advocates based in the US, UK, Italy, and South Africa focused on the effort to find a cure for HIV in children and adolescents. The AC will also coordinate, oversee and perform financial functions that are essential to the grant. Overall duties include: procurement (processing shopping carts and, processing reimbursements, online payment transactions, budget allocation, analysis of budget execution and forecasting, initiation of journal entries, cost transfers, reconciling reports and financial data, and assisting with the closeout and Financial Status Reporting process.

Specific Duties & Responsibilities:

  • Work with all subcontracts to ensure timely and accurate invoicing.
  • Assist with the monitoring, spending and reconciliation of monthly budgets to maintain expense control.
  • Perform payroll and non-payroll cost transfers when appropriate.
  • Responsible for answering the telephone and various functions involved with returning materials received for consultation.
  • Coordinate meetings between Principal Investigators and all subcontracts, these may be virtual or in-person.
  • Help with coordination and document management of narratives and statistical reports for private and government agencies.
  • Prepare and distribute agendas, meeting minutes and reminders for meetings.
  • Assist with the compilation of agendas, documents, correspondence, and memos on behalf of the faculty and administrative staff.
  • Prepare various paper and electronic forms such as journal vouchers, check deposits, invoices, and shopping carts.
  • Confers with appropriate internal and external administrative offices to ensure that required procedures are followed.
  • Transcribe and/or type manuscripts, technical documents, tables, graphs/charts, correspondence and notes, formatting and compiling information for grants, protocols, presentations, reports, manuscripts, etc.
  • Provide support for activities with national societies, research projects, and scholarly publications and presentations.
  • Serve as a liaison between department and vendors, other departments, and outside organizations.
  • Perform ad hoc research and fact-finding on a wide variety of administrative issues and items
  • Create, maintain, and analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; assist in the creation of new systems or revise established procedures as needed.
  • Maintain equipment and service contracts including computers, office equipment.
  • Organize and maintain paper and electronic files in line with the departmental goals of moving toward creating a paperless office.
  • Assist in the analysis and revision of office-operating practices such as record keeping systems, forms control, personnel requirements, recommending new systems or revising established procedures. Interpret and communicate operating policies.
  • Locate and compile information and format reports, graphs, tables, records and other sources of information. Assist with special events planning.
  • Operate personal computer to access email, electronic calendars, and other basic office support software. Perform SAP transactions including order of supplies (Shopping Cart).
  • Use various software applications, such as spreadsheets, relational databases and graphics packages to assemble, manipulate and/or format data and/or reports. Utilize Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
  • Perform other duties as required.

Scope of Responsibility:

  • Knows the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division.
  • Is sensitive to the interrelationship of both people and functions within the department.

Decision Making:

  • On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.

Minimum Qualifications (Mandatory):

  • High School Diploma or GED required.
  • Five (5) years progressively responsible administrative experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications:

  • Experience with SAP is preferred, but not required.
  • Experience in a research or University setting preferred.


Special Knowledge, Skills & Abilities:

  • Excellent interpersonal and organizational skills required.
  • Experience in the use of software applications, databases, spreadsheets, and/or word processing required.
  • Operate personal computer to access e-mail, electronic calendars, and other basic office support software such as PowerPoint, Excel and Microsoft Word.
  • Ability to answer a multi-line telephone system and field calls as appropriate.

Final applicant for this position may be required to complete skills assessments appropriate to position description.

JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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.

Classified Title:Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Hourly Pay Rate Range:$20.02 - $27.51/hr (commensurate with experience)
Employee group: Full Time
Schedule:M-F/8:30-5pm
Exempt Status: Non-Exempt
Location:​​​​​​​School of Medicine Campus
Department name: ​​​​​​​SOM Ped Infectious Disease
Personnel area: School of Medicine

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 atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

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 or because the individual is pregnant or attempting to become pregnant. 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 which campus you will work. 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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

School of Medicine - East Baltimore Campus


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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