Location: Baltimore, Maryland
Internal Number: 108414-en_US
The Sr. Administrative Coordinator will serve as assistant to the Director of the Translational Tissue Engineering Center as well as function as coordinator for the Center as a whole. Provide administrative support in a demanding, multifaceted, fast-paced environment. This position will work as part of a team to support the daily needs of a large research Center. They will communicate and interact in a professional manner with the Centers nine core faculty, as well as the other staff, students, and postdocs. This position oversees all administrative needs for the Center which requires taking a proactive approach to work assignments and taking initiative in the anticipation of future needs of the Director. This position requires appropriate levels of confidentiality and an ability to be detail oriented as well as a multi-tasker.
Specific Duties & Responsibilities
Support the TTEC Director
- Oversee daily functioning of the director's office.
- Coordinate the Directors complex calendar, scheduling appointments and arranging meetings, exercising independent judgment and initiative.
- Make travel arrangements on behalf of the Director.
- Draft and prepare correspondence on behalf of the Director.
- Prepare meeting materials for the Director.
- Responsibilities are subject to change.
Support TTEC Personnel
- Prepare credentialing forms and collect required backup for faculty and postdoc appointments and reappointments.
- Oversee new appointments and reappointments of postdocs, visiting students, and visiting scientists through the Credentialing Office for the 9 labs which make up the Translational Tissue Engineering Center.
- Assist with arrival and orientation procedures for all international appointees.
- Prepare and submit visa applications and renewals for students. Work with Office of International Scholar Services to provide information to departmental international faculty, graduate students, and faculty.
- Orient all new employees to the Center; ensure all forms are completed and submitted, and that new employees contact all necessary offices for onboarding (e.g., Human Resources, Parking, I.D., etc.).
- Organize foreign and domestic travel arrangements, hotel accommodations, and itineraries.
- Complete and submit forms for reimbursements, honoraria, and other payments.
- Draft recommendation letters for various faculty, staff, residents, and students.
Support TTEC Administrative Operations
- Duties performed in support of invited guest speakers include but are not limited to arranging travel, hotel and transportation arrangement, organizing itineraries, coordinating audio-visual setup and reimbursing travelers.
- Assist in preparing important documents for internal and external audiences.
- Coordinate meetings among faculty and students within the Center.
- Answer telephone on behalf of the director and the Center, prioritize and triage phone messages.
- Maintain Google meeting calendars for the labs.
- Perform duties of a sensitive and confidential nature for the Director and the Center.
- Periodically update the Center and lab websites in conjunction with outside resources.
- Support the administrative staff through the procurement, maintenance, and replacement of office supplies and equipment as needed.
- Communicate with IT to support TTECs technology needs, including printing, WiFi, and hardware issues as needed.
- Maintain and update communication system (NAVIGO) for the 2 video walls in the building lobby and atrium.
- Perform other responsibilities as required/assigned.
- Current Assigned Roles.
- Travel reimbursement.
- Online payment request.
- Shopping cart/purchasing.
- 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.
Classified Title: Sr. Administrative Coordinator
Working Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Hourly Pay Rate Range: $20.40-$28.00-$35.70 (Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:30 - 5:00
Exempt Status: Non-Exempt
Department name: 60002051-Oph Translational Tissue Engineering Ctr
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.
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