The Administrative Coordinator is responsible for programmatic and administrative support to the Johns Hopkins Biostatistics Center (JHBC) and to the various projects within the Center, including the Quantitative Methods (QM) core of the ICTR grant. Works closely with the Center's Director, Center Administrator, Budget Analyst, and JHBC Faculty/Staff to fulfill the vision and mission of the Center for 50% effort. Also works 50% effort for Department of Biostatistics with duties to be specified.
Specific Duties & Responsibilities
Serve as primary contact and resource for both internal and external clients to the Center; route request to appropriate consultants;
Coordinate weekly JHBC student clinics; schedule center consultants for Clinic; update student database;
Serve as the primary contact on the QM Core for clients accessing the services on the ICTR website and daily clinic ensuring all researchers receive the appropriate level of help by determining the consultant most suitable to handle request;
Plan special events, meetings, seminars and help host visitors to JHBC; planning includes but is not limited to booking rooms, setting up and breaking down rooms following events, working with caterers, audiovisual set up; developing announcement flyers and sending email announcements;
Organize logistics for meetings and symposiums for the QM Core & MISTIE III projects including venue, travel arrangements and materials required;
Assist in the reorganization of the Center's and QM Core websites including but not limited to securing bids, assisting with design and development and serve as the primary person for providing maintenance;
Information systems support:
Manage the project and client databases ensuring that the data is always accurate and provide data requested to the Center Administrator for all project reports and presentations;
Coordinate the retrieval of information from other Center databases as requested by the Center Administrator or Director.
Assist Center Administrator in the development of marketing materials for center services;
Review and coordinate additions to JHBC Bibliography; update Word document and post in binder/website/consultants;
Maintain updated biographical sketches for all JHBC faculty;
Assist in the preparation of annual reports and other special reports as needed;
Work with Center Administrator to prepare materials for meetings including but not limited to Leadership and Steering Committee Meetings;
Participate in quarterly Leadership Committee meetings, take minutes and disseminate findings by web or other methods;
Coordinate the JHBC's Director daily schedule for various meetings;
Assist faculty and staff with preparation and review of grants and manuscripts as requested
With Center Administrator, review and update any revisions to JHBC policy/procedures documents and disseminate information to Center faculty/staff.
General admin support:
Create, prepare and disseminate memos, letters and emails; draft correspondence; sort mail; arrange for printing of posters for conferences; coordinate mailing of packages etc;
Maintain and order office supplies and small office equipment for the center and individual projects;
Provide administrative support to the JHBC faculty and staff as needed;
Assist all faculty and staff with travel for conferences;
Perform other ad hoc duties as needed.
Other Supports and biosketches – review, maintain and edit on monthly basis and as needed for grant submissions; coordinate information from effort charts, university budget personnel, and faculty to collate and revise documents – for selected cohort of faculty (mainly tenure track primary faculty) – about 30%
Administrative and logistical assistance on a project for a senior faculty member – under guidance of Grants Manager, schedule meetings of key personnel for advisory and other scientific meetings; assist with correspondence for the project and other associated administrative duties as needed – about 10%
Assist sponsored projects functional area – enter data into grant charts in Excel or Access database; collate and enter Grant Manager's notes onto grant reconciliation worksheets on a monthly basis – about 10%
Other Administrative duties for Department in general, in association with front office staff
High School Diploma/GED.
Three years of related experience in program and administrative support.
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, and Abilities
Demonstrate highly developed oral and written communication and interpersonal skills, pleasant demeanor and professional attitude
Demonstrate flexibility and re-establish priorities and work plans to compensate for unanticipated changes in work volume to adequately meet Center, QM or departmental needs as deemed necessary.
Demonstrate the ability to relate well and work with all levels of staff.
Classified title: Administrative Coordinator
Role/Level/Range: ATO /3 / OE
Hourly Rate Range: $16.91-$23.25; commensurate with experience):
Employee group: Full time
Employee subgroup: Non-Exempt
Schedule: 8:30– 5:00 / M-F
Department Name: Biostatistics
Personnel Area: School of Public Health
The successful candidate(s) for this position will be subject to a pre-employment background check.
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