Location: Baltimore, Maryland
Internal Number: 108170-en_US
The Department of Plastic and Reconstructive Surgery is seeking a Sr. Research Administrative Coordinator to provide administrative and research support to the Research Faculty in the Department of Plastic and Reconstructive Surgery under the direction of the Scientific Director and Associate Scientific Director at the Johns Hopkins Vascularized Composite Allotransplantation Research Laboratory and the Director for Clinical Research. The Sr. Administrative Coordinator will provide complex administrative, project support, and supportive services such as reimbursements, purchase orders, shopping cart, invoices management and other duties as assigned to the research faculty in the department.
The SR. Administrative Coordinator will work in a fast paced and demanding environment under the direct supervision of faculty researchers, Sr. Lab Coordinator and the Finance Manager. The qualified candidate must demonstrate the ability to communicate on a professional level with all levels of staff, exercise good judgment, and have the ability to work with multiple interruptions and still stay on task.
Specific Duties & Responsibilities
- Provide professional level administrative and clerical support to the Faculty Researchers (6 FTEs) in implementing policies and decisions and assisting with projects and new initiatives as needed.
- Coordinate and process invoice payments, check requests and reimbursements for the Research Faculty
- Maintains calendar, schedules high level and elaborate appointments and meeting rooms; makes travel and accommodation arrangements and prepare expense and travel reports.
- Assists with planning/setup for special events, meetings/training, including agendas and materials, room reservations, set up, ordering supplies and food if needed, tracking attendance, preparing handouts.
- Coordinates itineraries and schedules meetings for departmental visitors.
- Composes, edits, types and distributes various form letters, correspondence, manuscripts; creates and maintains necessary files; orders office supplies as needed.
- Creates tables, charts, graphs, and PowerPoint presentations as needed. Maintains project files; coordinates the receipt and processing of information for project management.
- Documents administrative systems through compiling and updating manuals, policies & procedures.
- Assist research faculty members with bio sketches, other support, and any other documents as requested.
- Communicates effectively and maintain positive courteous, supportive, and professional working relationships with all levels of contacts; contributes to the customer service-oriented atmosphere within the department to assist other functional areas when needed or requested.
- Assumes administrative tasks, special projects, ad hoc reports, budgets, billing, research data and other related activities. A high level of confidentiality and professionalism is required.
- Prioritize workloads as needed to meet deadlines.
- Perform other duties and special projects as requested or assigned.
- Assist investigators in various research protocols, including scheduling research activities, assisting with animal procurement
- Maintain adequate stock of supply inventory, obtain necessary supplies and equipment, maintain accurate records, and ensuring items are delivered
- Attend lab meetings as needed.
- Review, edit, and finalize study related documents (protocols, case reports forms, study SOPs) in collaboration with PIs and study teams.
- Monitors compliance with JHU Research requirements
- Provides back up coverage for the Sr. Lab Coordinator as needed with administrative tasks.
Special Knowledge, Skills, & Abilities
- Administrative professional with intermediate to advanced computer experience using Microsoft Office.
- Exercises independent judgment in the resolution of problems, prioritizing of workload. Serves as a team and department resource.
- Operates personal computer to access email, electronic calendars, and other office support software.
- Knowledge of SAP.
- Knowledgeable of HIPAA, pathology medical records policy, quality assurance and confidentiality policies.
- While performing the duties of this job, the employee may remain in a stationary position (sitting) up to 80% of the time.
- The employee is required to operate computer keyboard frequently throughout the day and for prolonged periods.
- Prolonged vision requirements including viewing computer screen, paper reports/documents.
- May transport equipment and supplies usually less than 30 pounds from one area to another. In some areas, workspace is confined.
- High School Diploma/GED.
- Five years progressively responsible administrative experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
- Bachelors Degree.
- Experience working in support of research professionals, strongly desired. Copier, Fax, Scanner, Phone, Printer, etc.
Classified Title: Sr. Administrative Coordinator
Working Title: Sr. Research Administrative Coordinator
Role/Level/Range: ATO 40/E/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 AM - 5:00 PM
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Plastic Surgery
Personnel area: School of Medicine
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.
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