The Sr. Administrative Coordinator provides administrative coordination across three domains. The Center for Innovative Care in Aging, the PROMOTE Center and the Hillman Foundation CAPABLE project. For each of these, the Sr. Administrative Coordinator works closely with the Director of the Center for Innovative Care in Aging who also directs the PROMOTE Center and CAPABLE project. The coordinator implements the research missions of the Centers by coordinating Center activities, and providing complex administrative support and project management for the Director, Senior Research Associate of the Center, and other principal faculty of the Center. The position entails coordinating the flow of business in a busy, high volume research office. This position regularly deals with budgetary, human subject and other confidential materials, and often requires independent judgment and action.
Specific Duties & Responsibilities
Exercise independent judgment and apply knowledge of administrative and academic operating policies to support successful development and implementation of program projects. Provide logistical support to the Director and the Director of Strategic Relationships of the CAPABLE project including organizing meetings, lecture series, organizing and keeping project and the Center Director's schedules. Will keep the Director's appointments, travel, calendars; handle complex scheduling including multiple-person meeting scheduling.
Manage day-to-day financial responsibilities, such as submission of purchase requests, payment of consultants, and submission of travel expense reports for Center Director, Center staff and consultants.
Reconcile discretionary and sponsored budgets in coordination with the Office of Finance and Administration.
Manage consultations for grant activity in coordination with the Office of Science and Innovation (OSI).
Coordinate the Center for Innovative Care in Aging and PROMOTE Center's Pilot Initiative's including the review process, corresponding with investigators who submit proposals, coordinating pilot activity with OSI. Assist with the review process for the Summer Research Institute.
Under the PROMOTE Center support the administration of the Center by scheduling meetings for the core leaders, external advisory committee, translational sensory committee, and the multiple enrichment workshops. Reserve rooms order food, and make sure audio/visual technology is present and working. Also gather any materials necessary for productive meetings ahead of the meetings and share them with the group.
Assist with organization and logistics of all Center activities including the Summer Research Institutes, the Issue is Seminar series, Center administrative meetings, lecture series, Center strategic planning annual meetings, and other related activities as they are developed and implemented.
Respond to select Center emails, mail, and messages; respond to queries regarding pilot funding mechanisms, post-doctoral fellowship positions etc. Frontline interaction with a diverse, demanding population while maintaining diplomacy and confidentiality at all times.
Attend key Center administrative meetings and take minutes or action item notes and follow up with all action items.
Assist Center Director and program managers with manuscripts, required reports, and correspondence including drafting memos. Produce final version of reports, correspondence and communications. Assist with annual reports of Center Progress. Supervise student assistants and temporary workers.
Order and Maintain inventory of Program Supplies.
Assist with preparation and dissemination of reports including PowerPoint presentations.
Coordinate Center space allocation including off site space if needed.
Coordinate moving and retrieval of research files to storage company when necessary.
Assist with developing and maintaining reference management database; respond to requests for databases by researchers external and internal.
Procure supplies for the Center and its related projects.
Fields inquiries regarding CAPABLE, directs persons to the website and other resources as well as provides 1:1 assistance.
Supports CAPABLE training, certification, re-certification, and support to trained persons working in the field, including webinars and shared learning across program sites and practitioners.
Works with JHSON Executive Education on trainings when required.
Maintains and updates CAPABLE website for ease of use as a repository and as an interactive/dynamic forum for exchange.
With content support from others, revises CAPABLE training and other informational materials as additional information becomes available or as additional adjustments/adaptations are made in the protocols or guidelines.
Maintains or creates descriptive materials and press-ready reports/briefs/articles for general lay audiences. Maintains marketing brochure templates and other consumer-public-facing materials/templates that host sites can use.
Maintains the National and Global CAPABLE Program Dissemination Tracking dataset on program dissemination provided by each host organization
Staffs the Yammer user site.
High School Diploma or GED required.
Five (5) years progressively responsible administrative experience.
Additional education may substitute for required experience, to the extent permitted by the 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 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. *
Bachelor's degree. Experience dealing with executive and management staff and confidential matters.
Special Knowledge, Skills, and Abilities:
Excellent communication skills and skills related to project organization, decision making and attention to detail.
Must be a team player with the ability to work independently.
Strong organizational skills, time management, interpersonal (both verbal/written) and administrative skills. Demonstrated computer proficiency in word processing, presentation software (Word, PowerPoint, Excel) required.
Classified Title: Sr. Administrative Coordinator Working Title: Sr. Administrative Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Hourly Pay Rate Range: $19.62 - $27./ commensurate with experience Employee group: Full Time Schedule: Monday - Friday, 8;30a - 5:00p / 37.5 hour per wk Exempt Status: Non-Exempt Location: 06-MD:School of Nursing Department name: 10003814-Community Public Health Nursing Personnel area: School of Nursing
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