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Job Req ID:  18774

Administrative Coordinator

 

General Summary/Purpose:

The Administrative 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 of 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 JH 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, ordering or purchasing 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.
  • Use SAP/Analysis to generate monthly and quarterly budget and All Funds reports.
  • Use SAP to place, track and reconcile orders; record all orders in Purchasing Log and track allocation of expenses between laboratory units.
  • Use SAP to process reimbursements and invoices.
  • Proactively manage all assigned duties.
  • Maintain organized electronic and paper filing systems.
  • File, type, scan, copy, fax, email, distribute and collate documents.
  • 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.

 

Minimum Qualifications:

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

 

JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) 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.

 

Preferred Qualifications:

  • Bachelor's degree preferred.

 

Special Knowledge, Skills, and Abilities:

  • Excellent, effective and appropriate written and verbal communication skills.
  • Strong work ethic and excellent work habits.
  • 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.
  • Ability to interact with people in a way that creates an effective and productive work environment.
  • Ability to relate 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.
  • Ability to work in a fast-paced, collaborative environment and respond quickly, creatively, and flexibly.
  • Willing to perform a variety of tasks and what is needed to get the job done
  • Handle confidential information with discretion.
  • Strong computer skills, specifically with Microsoft Office (Outlook, Word, Excel and PowerPoint), Adobe Acrobat and the Internet; SAP knowledge preferred.

 

Classified title: Administrative Coordinator

Working title: Administrative Coordinator

Role/Level/Range: ATO 40/E/02/OE

Starting Salary Range: $17.42 - $23.95 (commensurate with experience)

Employee group: Full time

Employee Status: Non-Exempt

Schedule: Monday-Friday - 8:30am-5:00pm 40hrs/Wk

Location: 1812 Ashland Ave, Baltimore, MD – East Baltimore

Department name: 10002874-SOM Genetics Institute of Gen Medicine

Personnel area (School): SOM – School of Medicine

 

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 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.

 

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled. 

 

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

 

School of Medicine - East Baltimore Campus