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Job Req ID:  113896

Administrative Coordinator

We are seeking an Administrative Coordinator who will provide administrative and grant development support to the Center for Infectious Diseases in India (CIDI), its co-directors, faculty, and staff. This person will work closely with the Managing Director to effectively and efficiently manage the administrative activities of the Center. This individual will be a vital member of a fast-paced multidisciplinary center of professionals.


Specific Duties & Responsibilities

Administrative

  • Schedule meetings and take minutes, as needed.
  • Prepare correspondence and distribute meeting minutes.
  • Make travel arrangements for center members (meeting registration, transportation, accommodation).
  • Process and track reimbursements in accordance with divisional procedures.
  • Process and track invoices in accordance with divisional procedures.
  • Order supplies and monitor inventory; ensure office equipment is maintained.
  • Submit information technology and maintenance service requests.
  • Support technology requests, including computer hardware and software orders for center faculty and staff.
  • Maintain calendars and schedule meetings and events.
  • Order and manage the distribution of gift cards for study-related patient incentive payments.
  • Manage petty cash funds for the center, including maintaining documentation and monthly reconciliation.
  • Manage the procurement card for the center, including procurement of supplies and subscriptions, maintaining documentation of purchases, monthly reconciliation, and audit support.
  • Manage the business travel card for the center, including travel bookings for center faculty and staff, maintaining documentation of travel bookings, monthly reconciliation, and audit support.
  • Manage patient mailings and distribution of study materials.
  • Use project management software to work on shared task lists, house incoming administrative requests, and document administrative processes.
  • Assist in planning and coordinating special events and social functions, including coordinating space, teleconferencing, room and A/V setup, event communication, and catering needs.


Grant Support

  • Assist with compiling and formatting supporting documentation for grant applications, including but not limited to biosketches, facilities, resources, letters of support, etc.
  • Assist faculty with manuscript submissions by reformatting documents and figures, ensuring alignment with guidelines, and uploading for submission.
  • Serve as a resource in all administrative aspects.
  • Conduct final copy-edit and formatting for project narratives, tables, and figures.
  • Determine priorities and maintain a high degree of professionalism and confidentiality.
  • Take initiative and exercise judgment to resolve issues while providing assistance to the faculty.
  • Performs other duties as assigned.


This description is a general statement of required major duties and responsibilities performed on a regular and consistent basis by the incumbent. It should not be held to exclude other duties not mentioned that are similar in nature and level of difficulty


Additional Knowledge, Skills, and Abilities

  • Detail-oriented.

  • Ability to multi-task, meet deadlines, and provide support to a wide variety of people and positions.

  • Excellent oral and written skills.

  • Ability to organize information.

  • Ability to handle sensitive information with absolute confidentiality.

  • Ability to make decisions independently or to escalate issues as needed.

  • Ability to interpret operating policies.





Minimum Qualifications
  • High School Diploma/GED.
  • Minimum of 3 years related experience, preferably in a healthcare and/or education setting.
  • Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications

 

 

Classified Title: Administrative Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.00 - $33.50 HRLY ($55,000 targeteed; 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 CCGHE  
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:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 https://accessibility.jhu.edu/.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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 upon 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.
Hybrid: On-site 3-4 days a week

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