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Job Req ID:  6241

Administrative Coordinator

Classified title:  Administrative Coordinator

Role/Level/Range: ATO/OE/02

Starting Hourly Range: $16.91 - $23.24; commensurate with experience

Employee group: Full Time

Employee subgroup: Non-Exempt

Schedule: Monday-Friday - 40hrs/Week      

Location:  624 N. Broadway/Hampton House 217

Department: International Health

School: School of Public Health


General Summary/Purpose


Under the direction of the Financial Manager and Grants/Contracts Analyst, provides administrative, secretarial, and financial support for faculty and staff at the Center for Immunization Research.


Specific Duties/Responsibilities


Administrative Duties


  • Receive and screen incoming calls, faxes, and mail; prioritize, organize and designate necessary action to be taken, deadlines and follow up. Maintain an accurate log of outgoing correspondence and proposals
  • Schedule, coordinate, and set up meetings for faculty and senior staff managers
  • Provide all administrative support, including document formatting, typing, and composing for the CIR Director and faculty.
  • Initiate research subject payments in SAP, and pick up checks from Accounts Payable located at Keswick. 
  • Process vendor payments, track payment status, and follow up with vendor and/or accounts payable as necessary. 
  • Allocate Quest expenses to the appropriate internal orders.
  • Allocate PCard transactions to the appropriate chart of accounts codes and internal orders.
  • Process employee travel reimbursements
  • Assist faculty and staff with making travel arrangements
  • Provide occasional back up for the clinic Administrative Secretary as needed
  • Photocopy materials, or arrange for printing services, to support a variety of projects 
  • Scan documents for faculty and administrative staff
  • Type, format, and produce versions ready for signature of routine correspondence, proposal documents, forms, and manuscripts
  • Under the direction of the Regulatory Team, coordinate and maintain on and off campus document storage and retrieval
  • Establish and maintain office files
  • Maintain inventory of office supplies
  • Replenish and purchase, via SAP Shopping Cart, routine office supplies
  • Place and follow up on service calls or orders to facilities and housekeeping as needed or as requested
  • Place and follow up on service calls or orders for Information Systems services
  • Create or edit flyers, brochures, business cards, and announcements, and detailed graphs in support of study teams
  • Coordinate large mailings
  • Maintain CIR seating chart
  • Track and arrange for CIR faculty and staff annual property passes
  • Maintain faculty and staff copier access on appropriate budget lines
  • Initiate telephone service requests, follow through, and maintain and accurate accounting of lines in service. 
  • Maintain office equipment
  • Walk to various on-campus offices, such as International Health, BioSafety Committee, IRB, ORA, Human Resources, to deliver or retrieve time sensitive correspondence and proposals.
  • May be asked to assist in data entry in various databases (training will be provided) 


Budget Duties


  • Assist in the assembly of information required for proposal submissions, including information required from vendors, subcontractors and researchers (such as price quotes, biosketches, floor plans, COI forms, etc)
  • Perform delegated duties in the development of larger sponsored project submissions. 
  • In compliance with applicable OMB Circulars, FAR Clauses, agency specific regulations, and federal, state, local, and university policies, provide budget reconciliation support for the Center.


Minimum Qualifications


  • High School Diploma or GED.
  • Three years related experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU Equivalency formula.
  • Final applicant for this position may be required to complete skills assessments appropriate to position description.


* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.  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. *


Special Knowledge, Skills, and Abilities


Proficiency with Microsoft Word, Power Point, and Excel




School of Public Health - 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 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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