Career Center
Baltimore, Maryland
Baltimore, Maryland
Posted: 22-Dec-22
Location: Baltimore, Maryland
Salary: Open
Internal Number: 107138-en_US
We are seeking a Sr. Administrative Coordinator to perform a variety of administrative duties in support of the programs of the TB Center and the Johns Hopkins Center for AIDS Research (CFAR) Baltimore Collaboratory and Generation Tomorrow
Specific Duties & Responsibilities
Administrative Support (TB Center and CFAR Baltimore Collaboratory and Generation Tomorrow)
- Independently organize and coordinate administrative projects for the CFAR Program Director.
- Maintain a professional and organized office atmosphere.
- Answer telephone, screen callers, relay messages.
- Coordinate meetings with multiple participants in varied locations (this involves domestic and international logistics) for at least three faculty members.
- Facilitate system for obtaining administrator or chief signature on documents.
- Maintain complex calendar, schedules appointments, for Center Director.
- Maintain electronic calendar for busy University conference room.
- Schedule meeting rooms for about five faculty members.
- Coordinate operation and servicing of all office equipment.
- Greet visitors.
- Act as liaison and refer division members to resources for day-to-day issues: scheduling conference room, payroll/reimbursements, parking passes, stamps, badge access, duplicate keys security access forms.
- Coordinate domestic and international travel/accommodation arrangements on a regular basis.
- Maintain an organized filing system to ensure the expeditious retrieval of information.
- Perform accounts payable functions on a regular basis.
- Maintain up to date space information for Infectious Disease division and the mailroom.
- Serve as a liaison for telecom issues.
Financial/Budget Responsibilities (TB Center and CFAR Baltimore Collaboratory and Generation Tomorrow)
- Assist Financial Analyst in monitoring financial activity for three Centers.
- Setup foreign and domestic vendors and Independent Contractors in Hopkins systems.
- Process foreign and domestic travel reimbursements and/or honorariums for a various number of students, over 10 staff members, over 10 faculty members and visitors of the three Centers.
- Process Online Payments to foreign and domestic vendors.
- Process wire transfers for foreign vendors.
- Process lab and office supply orders using the shopping cart system.
- Assist faculty in applying for Corporate Cards.
- Make non-payroll cost transfers when necessary.
- Read budget reports and supply documentation as needed to Financial Analyst.
- Track expenses
Supervisory and Administrative duties
- Supervise and manage performance for one Administrative Coordinator.
- Provide oversight of the Administrative Coordinator's daily schedule.
- Approves and monitors sick, vacation, holiday, leave of absence, FMLA, etc. for faculty and staff.
- Supervise students and temporary workers.
Additional Duties
- Assist the CFAR Working Groups Faculty and staff with various administrative duties.
- Special Event Planning with the School of Public Health and School Medicine.
- Coordinate, schedule and attend meetings.
- Prepare agenda for meetings.
- Provide program updates to members.
- Prepare minutes for meetings.
- Attend meetings as a representative of the CFAR.
- Create and manage two large list-servs for University-wide as well as non-JHU members to receive CFAR updates.
- Create forms/documents for various meetings/events.
- Process travel Reimbursements/Honorariums.
- Create tables for grant annual reporting submissions.
- Gather various project information from members for grant annual reporting submissions.
Minimum Qualifications
- High School Diploma or graduation equivalent.
- Five years progressively responsible administrative experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Experience in organizing and implementing office management systems.
- Must be able to operate a personal computer to access email, electronic calendars and operate basic office support programs including Microsoft Windows programs.
- Excellent communication skills and interpersonal skills.
- Experience using SAP strongly preferred.
- Ability to work independently and multitask
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Hourly Rate Range: $20.40-$28.00-$35.70 (Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:30am-5:00pm
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM DOM ID TB Center
Personnel area: School of Medicine
Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
*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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
Accommodation Information
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
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.
Note: Job Postings are updated daily and remain online until filled.
