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Job Req ID:  2568

Administrative Coordinator

Role/Level/Range: ATO/2/OE
Starting Salary Range: $16.91-$23.25 per hour
Employee group: Full-Time
Schedule: M-F; 8:30 am - 5:00 pm
Employee subgroup: Non-Exempt
Location: Baltimore, MD
Department name: Berman Institute of Bioethics-Research/Prog
Personnel area: Academic and Business Centers

 

 

Provide administrative and research support to faculty members of the Berman Institute of Bioethics.  Work assignments cover a range of activities including project management, grant proposals, budget monitoring, research, and general administrative support. 

 

Responsibilities:

 

  • Manage assigned projects through to completion.  Provide support for academic and policy-oriented inquiries.  Draft and edit manuscripts, ad-hoc reports, and correspondence ensuring they adhere to the stated preferred writing style.
  • Assist in preparation of grant applications/renewals in conjunction with  faculty members and research staff. 
  • Coordinate reimbursement materials for submission to finance department.
  • Serve as the administrative point of contact for assigned faculty and fellowship program.  Manage calendars for assigned faculty, prioritizing multiple requests, and ensuring conflict-free meetings and appointments.  Create and manage tickler files and follow up regularly on activities and tasks.  Effectively communicate with academic and administrative leaders, faculty, students, other staff, and external contacts on behalf of Berman Institute faculty and postdoctoral fellows.  Efficiently manage faculty’s time and travel in accordance with their specified preferences.
  • Manage communication regarding the fellowship program to current postdoctoral fellows and faculty members.  Assist with orientation preparations, guest speakers, and fellowship events.  Maintain databases with application materials, admission statistics, and current fellow and alumni information.  Support the admissions committee members and communicate with candidates throughout the application process.
  • Coordinate and execute routine meetings and special events; organize travel arrangements, catering, venue reservations, contracts, conference lines, A/V support, and other aspects as needed.  Prepare agendas and meeting materials for distribution.  Attend meetings and record minutes.  Compile decisions and action plans discussed in meetings and ensure the appropriate follow-up is conducted.
  • Produce reports utilizing Word, Excel, Power Point, Access, and other software.  Proofread and edit confidential and sensitive information, and prepare official documents for signature.  Analyze existing systems for improvement, design and maintain administrative filing systems to include: filing, retrieval, storage, coding, updating, and destructions. 
  • Maintain gradebooks, syllabi, course pages on CoursePlus, and communicate with students and guest presenters on behalf of the course instructors.
  • Perform other duties as assigned.

 

 

Qualifications:

 

High School Diploma/GED required.  Three years of related experience required. Five years of progressive administrative responsibility preferred.  Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

 

JHU Equivalency Formula: 30 undergraduate degree credits or 18 graduate degree credits may substitute for one year of experience; up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

 

Special Knowledge, Skills, and Abilities:

 

  • Possess excellent computer literacy, word processing, and spreadsheet skills with Microsoft Office (Word, Excel, Power Point, Outlook), Adobe Acrobat, RefWorks, library and online research to include online journal databases, with the ability to quickly learn new software is required.
  • A demonstrated attention to detail is vital as the incumbent will be required to work with a high degree of accuracy to independently complete tasks, resolve administrative issues, edit written submissions, prioritize and manage various projects with concurrent deadlines, and respond to changing priorities within a dynamic, fast-paced environment.
  • Highly motivated self-starter with excellent organizational skills.  Able to utilize discretion and diplomacy when working with sensitive and privileged subject matter, maintain confidentiality, and exercise good judgement. 
  • Adept in effectively communicating through excellent oral and written skills to a wide range of constituents internally and externally.
  • Ability to work efficiently as a collaborative team member with BI faculty, staff, leadership, and external contacts.  Embrace the mission of the Berman Institute of Bioethics.

 

Preferred Qualifications:

 

  • Bachelor’s degree preferred.

 

 

NOTE: Cover letter/resume required with application

School of Medicine - East Baltimore Campus

Job Postings are updated daily and remain online until filled.
The successful candidate(s) for this position will be subject to a pre-employment background check.

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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply, depending on at which campus you will work. Your recruiter will advise accordingly.

  • During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

  • 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.

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