Job Req ID:  111722

Administrative Coordinator

The Johns Hopkins University is seeking to hire an Administrative Coordinator within the Department of Genetic Medicine.  The coordinator will provide administrative support to a fast paced evolving and expanding genomics center. This position will perform a wide variety of duties and administrative tasks necessary for smooth operation within the organization.


Specific Duties & Responsibilities:


  • Serve as primary point of contact for various administrative needs, handle front desk responsibilities.
  • Place general use lab supply orders for all Johns Hopkins University Genomics units.
  • Greet and welcome visitors and appropriately direct or escort.
  • Maintain tidy common use areas including reception area, meeting rooms, break rooms and supply areas/closets.
  • Answer, forward and triage telephone calls; take and relay messages.
  • Maintain records such as phone lists, directory, etc. and distribute as appropriate to staff and building landlord.
  • Track, accept and notify employees of incoming deliveries; receive and distribute packages and mail on a daily basis.
  • May require retrieving packages from building Loading Dock
  • Manage building access and keys.
  • Coordinate, prepare, schedule and track outgoing packages.
  • Take inventory of office supplies; place orders and restock supply rooms and other areas.
  • Maintain and troubleshoot office equipment; coordinate service calls as needed.
  • Interface with facilities and building management for service requests and building matters; manage work orders, housekeeping requests, etc. and follow up on all pending requests.
  • Maintain meeting room schedules for Genome Center space and common JHU conference room space; assist in setting up conference call accounts.
  • Plan, coordinate and/or support routine and special events, activities, meetings, seminars, presentations and help host visitors; this includes but is not limited to reserving rooms or venues, setting up, tearing down and cleaning rooms.
  • Order or purchase and setting up food and supplies, and audiovisual set-up or coordination; schedule meetings for various individuals or groups of staff by finding dates, times and meeting space and communicate appropriately.
  • Take minutes/notes at meetings.
  • Produce flyers and posters to advertise events, post in various areas, send email announcements.
  • Maintain office and desk key inventory and issue to employees as necessary.
  • Assist employees with matters related to ID badges and access, parking, keys, furniture, phones, etc.
  • Handle requests for business cards by initiating orders, ensuring accuracy by reviewing the proof with employees, and placing orders.
  • Create, post and maintain proper signage.
  • Ensure working order of common use screens in reception area and meeting rooms; submit service requests as needed.
  • Communicate with various University offices such as telecommunications, shared services, facilities, as well as outside vendors.
  • Assist in preparation to exhibit at national conferences and other marketing activities.
  • Arrange for printing of posters for scientific conferences.
  • Proactively manage all assigned duties.
  • Maintain organized electronic and paper filing systems.
  • May perform related and delegated tasks such as errands and cross-training other administrative staff members as requested by supervisor.
  • Work closely with administrative staff teammates and serve as backup when appropriate.
  • Complete other tasks as needed and assigned.


Special Knowledge, Skills & Abilities: 


  • Effective and appropriate written and verbal communication skills.
  • Strong organizational skills with exceptional attention to detail.
  • Proven ability to multi-task, prioritize projects, and adhere to deadlines; able to switch priorities when needed.
  • Carry out duties with a high degree of independence while functioning as part of a team.
  • Must be able to follow duties through to completion and proactively keep supervisor apprised of status.
  • Demonstrated ability to exercise independent judgment and critical thinking to resolve issues.
  • Will interact with people in a way that creates an effective and productive work environment.
  • Relates well and work collaboratively with all levels of staff in a professional manner.
  • Quick learner who enjoys working in a fast paced and rapidly changing environment and is eager and comfortable to learn new skills.
  • Comfortable working in a fast-paced, collaborative environment and respond quickly, creatively, and flexibly.
  • Able to perform a variety of tasks and what is needed to get the job done.
  • Handle confidential information with discretion.
  • Experience using SAP/Analysis to generate monthly and quarterly budget and All Funds reports.
  • Familiar with SAP to place, track and reconcile orders; record all orders in Purchasing Log and track allocation of expenses between laboratories units.
  • Use SAP to process reimbursements and invoices.
  • Strong computer skills, specifically with Microsoft Office (Outlook, Word, Excel and PowerPoint), Adobe Acrobat and the Internet.


Physical Requirements: 


  • Sitting in a seated position for extended periods of time.
  • Reaching by extending hand(s) or arm(s) in any direction.
  • Finger dexterity to manipulate objects with fingers rather than with whole hand or arm, for example, using a keyboard.
  • Communication skills using the spoken word.
  • Can comfortably pull, push, stand, reach, bend in order to perform various administrative tasks.
  • Ability to lift, carry, move supplies, computers, etc., arrange tables, chairs, etc.





Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Three (3) years related experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • Bachelor's Degree
  • SAP knowledge

 


 

Classified Title: Administrative Coordinator 
Role/Level/Range: ATO 40/E/02/OE  
Starting Salary Range: Min $18.00 - Max $33.50 HRLY ($49,806 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F, 8:30 to 5 
Exempt Status: Non-Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM Genetics Institute of Gen Medicine  
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.

 

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. 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 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.

 

 

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/.

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/.

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

School of Medicine - East Baltimore Campus