Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
Mar 21, 2022

View more

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

We are seeking a Senior Administrative Coordinator who will work under direction of the Chair and Executive Assistant and will provide administrative support functions for the chair, the chairs office, and faculty affairs. This role will provide programmatic support for the chairman’s research activities that include serving as Program Coordinator for the Prevention Core of the Center for AIDS Research (CFAR).

Specific Duties & Responsibilities:

Calendar Management/Scheduling

  • Requests for interview scheduling will come with specific directives from the Executive Assistant following search committee meetings.
  • Meetings
    • Distribution of monthly agenda the Friday at 1300 prior to the Monday Faculty meeting.
      • Agenda content will be Executive Assistants responsibly.
      • Agenda will be sent to the Department Chair and Administrator by Thursday COB with the expectation of their approval to be given the Friday by 1200.
    • Provide Minutes for Monthly Faculty Meeting
      • To be completed by the Friday following the Monday Faculty meeting.
      • To be distributed with all slide decks by 1300.

Letters

  • Provide example letters if available to Executive Assistant for drafting.
  • Track deadlines for letter requests.
  • Assist in virtual filing of completed letters.
  • EpiChairmansOffice email management.
    • Assist in checking daily at least every morning by 0800, 1200, and prior to COB.
    • Route messages to appropriate administrative or chair personnel.
      • If uncertain route to Executive Assistant.
    • Maintain oversite on deliverables/ ongoing correspondence
      • Any official letters coming from the Chair’s Office or emails with David’s signature need to be monitored if responses are expected or required.
    • Create folders for incoming letters of reference for onboarding faculty, promotions, etc.
  • Virtual File Management
    • TBD with upcoming SharePoint design.
  • Reimbursements
    • Route all Chair and Vice chair reimbursements.
    • Utilize Executive Assistant or requesting party for all necessary information including accounts to charge.
  • Serves as Program Coordinator of the Prevention Core of the Center for AIDS Research (CFAR). Summarizes core activities for annual NIH reports, coordinates Leadership meetings, maintains databases and list-serves for communications and project management. Plans a variety of CFAR Prevention Core events.
  • Provide liaison to the Department of Pediatrics at SOM for PUSH Study funded by NIDA as well as with Deloitte, the Ministry of Public Health, Qatar and Ernst & Young for public health practice and research in the UAE, and with the Department of Health, Abu Dhabi for research and COVID-19 research including seminars, lectures and workshops.
  • Maintain calendar for research meetings, incoming and outgoing invitations on behalf of the PI. Coordinates scheduling requests from external research collaborators.
  • Assist the PI with preparation of grant, contract and special project proposals.
  • Interacts with PIs and Co-Is for his research studies, including national and international officials and senior faculty from peer institutions.
  • Handles confidential and sensitive information in a tactful and discreet way.
  • Facilitating and tracking IRB approvals, continuing review approvals; human subjects, HIPAA, research compliance, and safety training approvals.
  • Assisting with depositing publications for chair, and members of the prevention core, into PubMed Central.
  • Uses SAP to purchase office supplies, pay vendor invoices and submit travel expense reimbursements for faculty and visitors.
  • Purchases software and monitors licensing agreements.
  • Maintain PI's Curriculum Vitae and NIH Biosketch.
  • Prepare agendas for sponsored project weekly team meetings.
  • Provide meeting notes for all sponsored project team meetings.
  • Assist the PI with planning and assisting with communications with his research teams.

Minimum Qualifications (Mandatory):

  • High School Diploma/GED.
  • 5 years progressively responsible administrative experience; wide variety of special projects and special assignments.
  • Bachelor’s Degree preferred.
  • Proficiency in Microsoft Office Suite a must.
  • 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. 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:

  • Self-motivated, focused, positive attitude, flexible, professional and proactive.
  • Proven ability to multi-task and work in a complex, fast-paced, demanding environment.
  • Ability to liaise with people at all levels, including high-level executives, VIPs, and peers.
  • Ability to manage multiple and/or competing priorities.
  • Ability to handle highly confidential and sensitive matters in an appropriate manner.
  • Strong organizational skills and meticulous attention to detail.
  • Excellent verbal and written communication skills.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.02 - $27.51/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30 am - 5Pm
Exempt Status: Non-Exempt
Location: ​​​​​​​School of Public Health
Department name: ​​​​​​​Epidemiology
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 at jhurecruitment@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


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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