Administrative Coordinator in Baltimore, MD for Johns Hopkins University

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Administrative Coordinator

Johns Hopkins University

Details

Posted: 28-Oct-21

Location: Baltimore, Maryland

Salary: Open

Internal Number: 68957-en_US

SOM Education is seeking an Administrative Coordinator who provides administrative support the Administrative Director, MD/PHD & XDBio and the operations of the MD/PHD and the XDBio programs. The two degree-granting programs engage faculty, staff, and students throughout the Johns Hopkins University School of Medicine (JHUSOM), and the Administrative Coordinator interacts with and supports all stakeholders.

The Administrative Coordinator reports jointly to the Administrative Director, MD/PHD & XDBio, and the Sr. Administrative Manager, Office of Graduate Biomedical Education, and works closely with faculty, staff, and students throughout JHUMSOM.

Specific Duties & Responsibilities:

Administrative:

Receive and welcome all visitors to the MDPHD/XDBio office – including faculty, staff, and students
Triage incoming communications (calls, emails, letters) to include responding to questions and/or referring/transferring to appropriate staff or offices
Maintain office and kitchen inventory, to include tracking and purchasing inventory
Maintain office equipment, to include arranging for repair and maintenance of equipment
Process accounting transactions, to include online check requests, reimbursement for students and faculty, managing petty cash, etc.
Develop and maintain MDPHD and XDBio contact lists and listservs (to include students, faculty, and department contacts)
Assist each program's admissions director/staff with processing applications (develop agendas, set up meetings, prepare and distribute application packets, record decisions, keep minutes, etc.)
Develop and maintain student databases, including prospective student databases
Assist in the preparation of NIH MSTP Training Grant, including but not limited to gathering data, generating narratives and tables, editing content, and formatting documents
Assist in developing annual reports for NIH and other stakeholder, including but not limited to gathering data, generating narratives and tables, editing content, and formatting documents
Support all program events (such as program retreats, interview events, Herlong Rounds, journal clubs, welcome reception for new students, program faculty meetings, admitted student activities, Second Look, etc.) to include issuing invitations, managing RSVPs, creating attendance lists, securing space, coordinating transportation, scheduling AV, ordering food, distributing materials, managing videoconferencing, etc.
Assist with developing marketing materials (flyers, social media posts, etc.)
Distribute marketing materials as appropriate
Maintain electronic and paper filing system

Budgetary:

Create and maintain budget tracking and filing systems for General Funds, F30 fellowships and philanthropic accounts, to include monthly budget to actual analysis and accurate allocation of costs among accounts. Research discrepancies and, with the Administrative Director, develop solutions.
Run and disseminate monthly and quarterly budget reports for Sr. Administrative Manager
Prepare periodic reports identifying trends in revenue and expenses
Process all human resources transactions for students in the MDPHD and XDBio programs, to include initial hiring, status changes, etc.
Process initial and revised payroll for students of MSTP and XDBio programs, to include initial support and changes during the year
Track expiring payroll funding sources and secure updated sources from departmental contacts to ensure no break in pay
Process expense reimbursements for students, office staff, and program faculty/staff
Generate and review payroll reports; identify and research discrepancies; with Administrative Director and Sr. Administrative Manager, correct discrepancies; identify process improvements to avoid future discrepancies

Other:

Other duties as assigned

Minimum Qualifications (Mandatory):

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

Preferred Qualifications:

Associates or Bachelor's Degree preferred
Experience with SAP preferred

Special Knowledge, Skills & Abilities:

The ideal candidate will have a combination of the following:

Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Adobe, and Outlook).
Ability to work independently and as part of a team
Demonstrated ability to maintain high degree of professionalism
Strong organizational skills and attention to detail.
Excellent interpersonal skills
Excellent written and oral communication skills
Experience managing videoconferencing (for example, scheduling Zoom or Team meetings, setting up break out rooms, etc.)
Demonstrated ability to work positively and collaboratively with a wide range of individuals, including students, senior executives, faculty, staff, vendors, etc.
Demonstrated ability to work with confidential material and maintain confidentiality
Demonstrated ability to work with databases and software; computer savvy

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 experience required for the respective job.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Hourly Pay Rate Range: $17.59 - $24.80/hr (commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday, 8:30am-5pm
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM Admin Grad Aff Med Scientist Trng
Personnel area: School of Medicine

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 or because the individual is pregnant or attempting to become pregnant. 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 which campus you will work. 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

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About Johns Hopkins University

Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.

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