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Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Date posted
Jan 4, 2022

General Summary/Purpose:

The Department of Biomedical Engineering(BME) is an interdisciplinary program, part of a cross-collaboration effort between the Whiting School of Engineering (WSE) and the School of Medicine (SOM). The Department’s mission is to improve health through excellence in research and education at the interface of engineering, biology, and medicine. It is the number one ranked biomedical engineering program in the United States according to US News & World Report.

Under the direct supervision of the Administrative Specialist, the Administrative Coordinator provides administrative office support for faculty and staff members in the Department of Biomedical Engineering.

Specific Duties & Responsibilities:

    Carries out, under supervision and direction, general clerical duties for division faculty and staff. Receives and screens incoming calls and mail; including prioritization, organization and dissemination as necessary.
    Prepares general correspondences, printing on letterhead and address labels. Maintains organized filing systems for documents and keys. Maintains office supplies inventory and checks equipment supply level; shared network printers and copy machine, stocks with paper and replaces toner, etc. as needed. Maintains email listserve Maintains a high level of confidentiality. Works independently and as a team. Notary Public Other projects as assigned by the Administrative Specialists.

Event Coordination

    Organizes weekly & monthly seminar series; reserves meeting room sets up food for meetings, and distributes agendas. Arrange the conference room schedule. Assists administrative team in special events planning. Organizes faculty/staff lunches
Faculty Support

    Assists administrative specialist with processing all paperwork with regard to new faculty appointments. Assists administrative specialist with processing all paperwork for faculty promotions and review committees. Assists administrative specialist with the recruitment process; enters faculty applicants in SoM database. Assists with travel arrangements for faculty recruitment candidates. Escorts faculty candidates to interview meetings. Assists Administrative Specialist with yearly faculty evaluations. Collecting necessary information for inclusion with evaluation package. Assist Administrative Specialist with Prize Committee.
Facilities

    Assists Administrative Specialist by entering facilities service requests. Liaison with facilities, safety, parking office, equipment inventory, telephone services, etc. Examples include lab safety inspections, hood certifications Maintains and distributes office/lab keys Intellikey programmer and distributor for WSE key system
SAP

    Coordinates office services such as purchasing, processes invoices for payment using online payment requests in SAP. Collects all travel receipts and prepares and submits expense reports for reimbursement in SAP for faculty, staff, research fellows, and recruitment candidates. Reviews/approves PCard Transactions

Minimum Qualifications (Mandatory):

  • High School Diploma or GED required.
  • Three (3) years related experience required.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.*

* 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 the 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.


Special Knowledge, Skills & Abilities

  • Ability to be extremely well organized, with careful attention to detail and follow up
  • Strong oral and written communication skills
  • Strong interpersonal skills with the ability to interact with all levels of faculty and staff.
  • Attention to detail
  • Ability to manage a number of demanding projects simultaneously.
  • Word, Excel, Databases, and Power Point skills.
  • Copier, scanner, and printer

The final applicant for this position may be required to complete skills assessments appropriate to the position description.

Working Title: Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $36,596 - $48,360 (ommensurate with experience)
Employee group: Full Time
Schedule:Monday through Friday
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: ​​​​​​​SOM BME Biomed Engineer Administration
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. 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.

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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