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Administrative Coordinator

Employer
Johns Hopkins University
Location
Arizona, United States
Salary
Salary Not Specified
Posted Date
Jan 22, 2022

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Position Type
Administrative, Academic Affairs, Research Administration, Business & Administrative Affairs, Business & Administrative Support, Financial Affairs
Employment Level
Administrative
Employment Type
Full Time
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The Johns Hopkins Center for American Indian Health is seeking anAdministrative Coordinatorwho will assist with the day-to-day accounting, budgeting and purchasing operations of the Center’s field-based operations. This position also coordinates the building procurement and building improvements needs of the Center at sites located in Minnesota, Arizona and New Mexico. This position is supervised by the Sr. Administrative Coordinator.

The Center has a mission to work in partnership with American Indian tribes to raise the health status and self-sufficiency of American Indian people to the highest possible level. This mission is accomplished through three core activities: 1) research, 2) service, and 3) training.

Specific Duties & Responsibilities:

  • Supports the field-based Administrative Team with all financial and logistical needs
  • Process travel and non-travel expense reimbursements for faculty, staff, students and non-employees
  • Initiate expense reports for faculty, staff, students and non-employees
  • Coordinate setting up new vendor through Payment Works
  • Initiate online payment requests for approval by Financial Manager
  • Follow transaction from initiation to reconciliation to ensure accuracy
  • Investigate missing checks for vendors and process stop payment or reissue requests when needed
  • Report discrepancies to Financial Manager and assist in resolution
  • Assist the Center’s Finance team with financial analysis regarding projected changes in revenue and expenses
  • Interprets data to determine past, present and future financial performance
  • Collaborate with the Center’s Finance team to resolve financial discrepancies or issues
  • Maintain accurate accounting records for auditing purposes
  • Create and maintain up-to-date transaction files for each account
  • Arrange conference rooms, AV needs, food, etc.
  • Secure travel arrangements, transportation and hotel accommodations as needed
  • Arrange for funds transfers with other sponsoring departments when needed
  • Process payments and track expenses for programs
  • Process honorarium payment for lecturer/speakers in timely manner
  • Create events report detailing all expenses associated with each event
  • Maintain adequate office supplies and materials
  • Take inventory of supplies and materials; replenish as needed
  • Process FedEx and other shipments
  • Initiate shopping carts and purchase orders (PO) in SAP as needed
  • Maintain inventory as well as initiate service calls for site-based copiers and printers
  • Assists with other Center projects as needed, and maintains knowledge of all of the Center’s projects and assists with other Center duties as they arise

This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

Minimum Qualifications (Mandatory):

  • High School Diploma/GED
  • Three years related experience
  • 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.

Special Knowledge, Skills & Abilities:

  • Proficiency in the use of computers, including software applications, databases, spreadsheets, and word processing
  • Excellent organizational and time management skills
  • Independent and self-motivated
  • Highly organized and detail oriented
  • Ability to manage multiple and competing priorities
  • Excellent oral and written communication skills
  • Demonstrated strong, positive interpersonal skills
  • Ability to communicate effectively across disciplines and within a variety of cultures

Other:

    Current driver’s license issued by the state of residence and good driving record required Ability to travel with overnight stays required as needed Some evening, weekend and holiday work will be required This position will maintain background clearance as required by the employer and any collaborating agencies

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $17.59 - $24.80/hr (commensurate with experience)
Employee group: Full Time
Schedule: M - F; 8:30 a.m. - 5:00 p.m.
Exempt Status: Non-Exempt
Location: ​​​​​​​JHU - Arizona
Department name: ​​​​​​​Ctr for Amer IndnAlskn Nat Hlth CAIANH
Personnel area: School of Public Health

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 Public Health - 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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