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Job Req ID:  97377

Administrative Coordinator

The Pathology Department is looking for an Administrative Coordinator to perform administrative activities for one or more pathology faculty and assigned staff. Interprets operating policies; exercises independent judgment in the resolution of administrative problems, prioritizing workload, billing, travel and expense reconciliation, purchasing supplies, coordinates special events or programs, such as: seminars, training programs, luncheons, travel, etc. Provide secretarial support to faculty and staff including correspondence, manuscripts, record keeping and filing, and travel. Grant and proposal support; including grant application process and progress reports; as well as staff travel and logistical support for trainings.


Specific Duties & Responsibilities

  • Provide administrative support for the division of Immunopathology to include scheduling all division meetings, seminars, and research meetings.
  • Supports PI, Dr. Jonathan Schneck, and members of his lab.
  • Maintains calendar and meeting logistics for PI.
  • Meets with PI to review progress on projects; creates daily list of projects and deadlines.
  • Attends weekly administrative lab meetings.
  • Compose and edit documents and correspondence.
  • Assists in preparation of study protocols and materials and other essential administrative research functions.
  • Assists in submitting manuscripts, forms, grants, and reports as needed.
  • Performs monthly budget reconciliation by working with the lab’s Research Technologist to review lab purchases and discrepancies.
  • Assist with SAP expense reports, shopping carts and on-line check requests.
  • Works in CONCUR to process travel and expense reimbursements.
  • Cultivates collegial relationships with lab members.
  • Maintains good working relationships with Pathology administration.
  • Maintains confidentiality.
  • Responsible for answering the telephone and handling incoming mail or related communications; and helping set up conference calls.
  • Assistants/ departmental staff, administrative assistants, couriers, as well as contacts throughout the department, university, and hospital; as well as investigators and site personnel at one or more international clinical research sites.
  • Locates and compiles information and formats reports, graphs, tables, records and other sources of information.
  • Assembles and categorizes facts and figures for written computation and calculations.
  • Helps coordinate and provide document management.
  • Create, maintain, & analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; creating new systems or revising established procedures as needed.
  • Follows all policies for maintenance and storage of historical documents.
  • Assists and coordinates activity in preparation of grant applications interfacing with the Dept grants administration.
  • Helps prepare and review budget justifications.
  • Maintains grant application and related documentation (pre & post award).
  • Composes agendas, documents, and routine correspondence, and memos from dictation or handwritten copy.
  • Prepare & distribute agendas, meeting minutes & reminders for meetings.
  • Greets and assists all visitors. Serving as a liaison between laboratory and vendors, other departments, and outside organizations.
  • Maintains equipment and service contracts including computers, office and laboratory equipment. Monitors office and clinic supplies and making best use of supply inventory and cost conscious purchases/budgets. Maintains ordering records, catalogs, vendors.
  • Coordinates account reconciliation, submission of payment/invoice, reimbursements, and ordering requests to SAP, manages assigned spending/P-card account.
  • Accountable for standards of service excellence; including but not limited to patient or interpersonal relations, teamwork, communication, continuous performance improvement, and self-management & accountability.
  • Assists the Clinical Trial Coordinator /Regulatory Coordinator and team with regulatory needs at assigned locations (international).
  • Assists with special events planning and trainings. Makes travel accommodations and arrangements as needed; as well as logistic support for trainings.
  • Operates personal computer to access email, electronic calendars, and other basic office support software.
  • SAP transactions including order of supplies (Shopping Cart). Grant support including various systems (example; COEUS).
  • Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.
  • Utilizes Internet to search for information, contacts for research, and clinical consultation, and equipment resources. Uses telephone and voice mail frequently to perform job duties.
  • Needs to know the campus locations, travel to many buildings to deliver documents and important materials each day.


Special Knowledge, Skills, & Abilities

  • Must demonstrate advanced skills in MS.
  • Office (Word, Excel, PowerPoint). Knowledge of SAP, and Epic highly desired.
  • Knowledge of Endnote reference manager system and PubMed web-based searches highly desired.
  • Knowledge of grant/proposal application systems (ex; COEUS). As this individual works in a patient care setting, he/she must be knowledgeable of HIPAA, pathology medical records policy, quality assurance and confidentiality policies.


Specific Physical Requirements

  • While performing the duties of this job, the employee may remain in a stationary position, sitting or standing, up to 70% of the time. Required to traverse throughout the work area or to retrieve/deliver equipment, supplies, or specimens from other locations on campus throughout the day (see below regarding transport duties). Individual will crouch or bend frequently during the day to retrieve or work with materials and during package processing.
  • The employee is required to operate computer keyboard and mouse 75% of the day and must have dexterity for handling small glass slides and other specimens. Constantly repositions self to perform duties at workstations, gathering specimens. Other repetitive hand motions may be required for completing administrative tasks.
  • Prolonged vision requirements including viewing computer screen, paper reports/documents and charts. Visual acuity is required to distinguish fine gradation of color.
  • Position requires frequent use of the telephone, while multi-tasking to retrieve or review information from the computer in order to assist callers quickly and confidentially. Must be able to communicate confidential information in a clear, concise, and professional manner to a diverse audience.
  • While this position works primarily in an office environment, there is activity in Laboratory environments - Exposure to toxins and infectious agents exist, but potential for personal injury or harm is minimized if established safety and health precautions are followed. Working in laboratory where there may be discomforts due to odors, noise, temperature fluctuations, and working around lab equipment.
  • Transports materials usually less than 40 pounds from one area to another; this includes when assigned walking multiple times per day to other locations on campus (up to 1 hour of walking at a time). When needed staff use a cart to transport items, which would require pushing or pulling. While walking surface is often inside on tiled floors, it also includes walking outside between buildings on uneven pavement on occasion. May be required to lift and/or move up to 50 pounds with proper training, or precautions/lifting aides (example: file boxes, specimen deliveries). In some areas, workspace is confined.
  • Staff may be required to complete annual competency review, and must insure compliance with Hospital Policy, Laboratory Policy & Procedure, Health, Safety & Environment regulations, and all applicable privacy & confidentiality laws/practices.
  • Many department laboratories operate 24/7 with schedules on day, evening, or night shift. Rotating schedules which may include weekend work and holiday assignment. (Overtime mandatory when authorized/needed to meet business and patient needs). This is a required attendance position – in the event of unexpected university closings including inclement weather or declared emergency, the employee in this position is required to report to work and/or remain at work and may be required to work additional hours. This position follows JHU/SOM CO time and attendance work rules.



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


Preferred Qualifications
  • Associate Degree or Bachelor's degree.
  • Experience working in support of medical professionals in a clinical and/or academic environment, strongly desired.
  • Previous experience working with Pathology or similar healthcare or research environment is helpful.

 


 

 

Classified Title: Administrative Coordinator   
Role/Level/Range: ATO 40/E/02/OE  
Starting Hourly Pay Rate Range: $17.95-$25.30 (Commensurate with experience)
Employee group: Full Time 
Schedule: M-F, 8:30am-5:00pm 
Exempt Status: Non-Exempt 
Location: School of Medicine Campus 
Department name: SOM Pat Immunology 
Personnel area: School of Medicine 

 

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:


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.

 

The successful candidate(s) for this position will be subject to a pre-employment background check.

 

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

 

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
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

 

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. 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.

 

 

School of Medicine - East Baltimore Campus