Career Center
Baltimore, Maryland
Baltimore, Maryland
Posted: 13-Jan-23
Location: Baltimore, Maryland
Salary: Open
Internal Number: 107346-en_US
We are seeking a Sr. Administrative Coordinator who will provide executive administrative support to the department director for the strategic operation of the department and overall academic and research mission.
Specific Duties & Responsibilities
- Responsible for oversight and coordination of all administrative functions of the Office of the Director.
- Act as liaison and serve as front-line representative.
- Must be able to communicate clearly, appropriately and effectively, both orally and in writing, with all levels of staff and leadership both inside and outside the institution.
- Exercise high level of independent judgment, prioritize and proactive initiative in making decisions on the director's behalf, as needed.
- Prioritizing requests and responding in a timely manner.
- Ability to think creatively to manage multiple projects independently, including handling matters of a confidential nature with sensitivity and discretion.
- Draft and prepare office communication for signature as well as proofread and edit confidential, sensitive information.
- Ability to identify problems, propose solutions and implement procedures to enhance the effectiveness of administrative functions for the Director.
- Independently manage conflict-free calendar for meetings, appointments and speaking engagements, including those held both inside and outside the institution; assist the director in staying on schedule; anticipate and assemble pertinent materials for meetings and trips. Make all travel arrangements for director- handle all communication with coordinators and conference organizers, prepare itineraries, conference registration, travel and hotel arrangements, and expense reports for reimbursement.
- Answer invitations for seminars, reviews, books, papers, etc.
- Prepare all forms and materials that need to be submitted by deadline.
- Must be able to screen visitors, phone calls, and e-mail, responding on behalf of director when needed.
- Planning, scheduling, staffing and documenting meetings for the Director, preparing agendas, PowerPoint presentation, reports, and minutes.
- Make independent decisions regarding special departmental events and travel.
- Assist in maintaining and updating Sharepoint site, and sharing documents with Sharepoint and other file-sharing software.
- Maintain Outlook calendars for departmental events and conference rooms, coordinating multiple conference room scheduling. Create and manage file system and follow up activity on a daily basis.
- Prepare necessary documents for all committee involvements for the director, inside and outside the Institution.
- Assist Director with grant preparation, submission, and meeting deadlines. In order to readily provide information for Directors research grants as well as request from numerous graduate programs for training grants, must keep records current including database for all current and past trainees and their current positions and Directors CV. Prepare supporting documentation for required annual grant reports.
- Assist with faculty recruitment using Interfolio to lead candidates through application process, manage receipt of documents for search committee and assist with obtaining confidential letters for search committee.
- Coordinate travel arrangements, accommodations, seminars, appointment schedule and reimbursements for potential candidates. Ensure Interfolio has accurate information for future tracking and affirmative action reporting.
- Assist Director in lab management and serves as liaison between Director and lab members.
- Assist Director and lab members with various duties; order supplies and equipment, serve as vendor contact; composition, editing, and submission of manuscripts and reviews; coordinate lab meeting and journal club rotation schedules; keep lab website updated with essential links and information needed by lab members; coordinate annual equipment and computer inventory, laboratory inspection.
- Coordinate searches for laboratory staff and postdoctoral fellows, including travel arrangements, accommodations, seminars, appointment schedule and reimbursements.
- Maintain records on past lab members for training grant reporting.
- Prepare and send letters of reference for current and former students and postdoctoral fellows.
- Plan and execute departmental and lab events as needed, including room reservations, communication and catering or restaurant arrangements.
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
- Bachelor's Degree preferred.
- Previous work experience in administration at a higher education institution with a strong customer service orientation preferred.
- Knowledge of SAP desirable but not required.
- Knowledge of JHU policies, procedures, and administrative/financial systems preferred.
- This position would align with the department goals as we grow. We are looking for someone with a keen attention to detail, the ability to work as part of a team and a dedication to the bigger vision.
Special Knowledge, Skills, & Abilities
- Expertise in administrative support in an office setting including calendaring, word processing, spreadsheets, data research, travel arrangements, minutes, maintaining filing systems and working with confidential materials.
- Proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Sharepoint), Adobe Acrobat.
- Experience providing management support including demonstrated writing ability to compose written and electronic communications.
- Represents oneself in a manner consistent with standards for professional and ethical conduct to maintain image and credibility.
- Ability to work flexible hours as needed evenings and weekends.
- Flexibility to perform other administrative duties, if needed.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Hourly Pay Rate Range: $20.40-$28.00-$35.70 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday 8:30-5:00
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM Biophy Biophys and Biophys Chemistry
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.
