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Job Req ID:  3685

Administrative Coordinator

Role:  ATO

Level:  2

Range:  OE

Status:  Part-Tiime

Salary:  $16.91 - $23.25

Department:  ICTR

Work Schedule/Hours: Varies

Location:  Eaxt Baltimore

 

Provide administrative and office operations support to the Deputy Director of the Institute for Clinical and Translational Research (ICTR) and calendaring and meeting logistics support to the IT Senior Director of ICTR.  The position will interact with a large variety of School of Medicine faculty, staff and students as the public face of the office. The environment is fast-paced with emphasis on working independently and requires the ability to manage competing priorities.

 

DUTIES & RESPONSIBILITES

Provide administrative support to the Deputy Director of ICTR, to include:

  • Managing conflict-free electronic calendars for multiple meetings and manage frequent requests. Resolve scheduling conflicts. Rank and prioritize meeting requests and response times. Reserve rooms for meetings and events as needed. Ensure that the Deputy Director is fully prepared for meetings and appearances by coordinating, collecting and providing materials in a timely fashion.
  • Arrange travel reservations and conference registrations.
  • Process invoices and expense reimbursements, including faculty and staff, using SAP. Oversee office supplies including inventory and ordering. Use Procurement Card for purchasing in accordance with university policies and reconcile Procurement Card statements.
  • Schedule meetings, prepare agenda, attend meetings, draft minutes, and circulate edited minutes for key meetings.  Order catering as needed.
  • Assist Deputy Director with the preparation of written presentations, posters, or PowerPoints.
  • Maintain departmental email groups and departmental contact lists as needed.
  • Maintain files for all office equipment and place service calls as needed (i.e. copy machine, fax, phones, and computers).
  • Manage the office suite by staying abreast of potential IT, maintenance, or housekeeping issues.     
  • Provide excellent customer service to all constituents including students, faculty, staff and vendors.
  • The position will also require work on special projects as assigned (e.g. grand rounds, event planning).
  • Other duties as assigned.  

 

Provide administrative support to the IT Senior Director:

  • Managing conflict-free electronic calendars for multiple meetings and manage frequent requests. Resolve scheduling conflicts. Rank and prioritize meeting requests and response times.
  • Manage meeting logistics.
  • Assist with travel arrangements and travel reimbursement.
  • Order supplies for the IT Senior Director as well as for the Center for Clinical Data Analysis (CCDA) staff.

 

Qualifications

  • High School Diploma or GED required.
  • Minimum of three years related experience.  Five years of work experience preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
  • Experience providing complex administrative support required, often working independently.
  • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint)
  • Prior experience with JHU’s SAP and other financial/human resource management programs is preferred.
  • Ability to learn and work with new software; computer savvy.
  • Excellent written and oral communication skills.
  • Strong attention to details and superior organizational skills
  • Determines priorities and maintains a high degree of professionalism.
  • Excellent interpersonal skills and ability to work positively and collaboratively with a wide range of individuals, including students, senior executives, faculty, IT staff, etc.

 

JHU Equivalency Formula:  30 undergraduate degree credits or 18 graduate degree credits = 1 year of experience. For jobs where equivalency is permitted, up to two years of non-related college coursework may be applied towards the total minimum education/experience required for the respective job.
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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Important legal information: http://hrnt.jhu.edu/legal.cfm


Nearest Major Market: Baltimore

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