Administrative Coordinator

Specific Duties & Responsibilities:

• Provides administrative, clerical and research project support, including managing and maintaining the Division Director and Laboratory calendars, arrange/prepare for meetings, prepare/edit documents for grant proposals, reconcile and financial statements and generating routine correspondence.
• Maintain order databases, process reimbursements in SAP.
• Coordinate administrative/divisional meetings, including scheduling, invitations, reminders, meeting logistics (including A/V, catering, meeting location, conference line availability, etc), maintain attendance lists, committee rosters and contact information to be distributed/updated on an ongoing basis.
• Prepare and distribute materials for meetings as needed.
• Assumes administrative tasks, special projects, research data and other related activities.
• A high level of confidentiality and professionalism is required.
• Serves as the main administrative contact for the divisional office.
• Greet visitors, answer/screen callers, in a professional manner; refer questions to appropriate staff members if unable to provide assistance.
• Create, update and maintain documents for grant proposal submissions including but not limited to biosketches, other support pages, Letters of Support, Letters of Intent, facilities pages, etc.
• Maintain awareness of changing requirements and adjust formats to comply.
• Upload information on the Reproductive Sciences shared drive.
• Responsible for all aspects of event planning - develop and maintain accurate list serve email addresses related to target group for large meetings; serve as main point of contact for speakers, providing details on location of meetings/talk, resources needed, parking, etc.
• Order refreshments/meals, create electronic flyers for distribution/posting and process invoices/reimbursements related to events.
• Schedule complex and detailed appointments/meetings.
• Maintain Division Director and laboratory calendars, schedule appointments/meeting rooms and coordinate audio-visual needs for same.
• Serve as AV liaison for meetings coordinating with other divisional staff members.
• Make travel and accommodation arrangements.
• Assist with proofreading, editing and submission of manuscripts.
• Compose, edit, proofread and distribute various form letters and emails/correspondence on behalf of faculty members. Create and maintain accurate filing system.
• Manage calendars to ensure adequate time allotted.
• Submit billing via EPIC or manual system as determined by division leadership. Run reports in EPIC to reconcile billing.
• Develop and maintain information in a filing system to monitor appointment/promotion process on individual faculty members and laboratory equipment.
• Assist with Power Point presentations on a regular basis. Maintain files - paper and electronic - for regular updates so that current information is always available.
• Interpret and communicate office and divisional operating policies and procedures.
• Prepare documents in SAP - shopping carts for purchases, travel and non-travel reimbursements, check requests, create vendors as needed. Maintain and update Laboratory Training Manuals, Human and Mouse Protocol Binders.
• Assist Sr. Lab Staff in these areas as requested. Maintain accurate records of all expenditures for account reconciliation.
• Coordinate service requests through Facilities as needed; monitor office equipment and place service calls as needed.
• Order supplies and maintain inventory for the area. Pick up and distribute mail on a daily basis.
• Organize and maintain office supplies for the Lab.
• Perform other duties and/or special projects as assigned by faculty and/or senior lab staff.
• Serve as back-up support for other administrative duties as needed, including division's research assistant.

Minimum Qualifications (Mandatory):

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