Sr Administrative Coordinator
We are seeking a Sr. Administrative Coordinator who will provide complex administrative support for the Institute for Cell Engineering (ICE) Directors. This position will represent the Senior Leadership Team as appropriate in communicating professionally with faculty, administrators, staff, and external contacts to respond to questions, resolve administrative problems and issues, and gather data as needed; and interpret the operating policies of the University.
Exercise high level of independent judgment, prioritize and proactive initiative in making decisions on the director's behalf, as needed. Prioritizing requests and responding in a timely manner. Ability to think creatively to manage multiple projects independently, including handling matters of a confidential nature with sensitivity and discretion. Draft and prepare office communication for signature as well as proofread and edit confidential, sensitive information. Ability to identify problems, propose solutions and implement procedures to enhance the effectiveness of administrative functions for the Director.
Specific Duties & Responsibilities
- Responsible for independently managing a conflict-free calendar of meetings and appointments for the Directors.
- Greet visitors; organize high-level meetings with constituencies as required; anticipate schedule conflicts and take initiative to resolve them in a timely manner.
- Provide support to the Administrative Manager, coordinate major activities, social events, fundraising opportunities, symposiums, and seminars including developing program agendas and materials, and coordinate scheduling, preparation, set up, and logistics for these events/functions.
- Coordinate visits from donors, and high-level delegations.
- Conduct site visits to evaluate different venues.
- Sets up and prepares for internal meetings, preparation, and distribution of materials and agendas.
- Maintains files and prepares materials for the Directors' external meetings including travel documents, itineraries, readings, speaker summaries, and slide presentation handouts.
- Prepares and edits: general correspondence, promotion letters, award letters, and letters of support. Triage complaints and requests directed to the Directors and handle them accordingly. Directs these requests to the appropriate resources.
- Enters reimbursements, check processing, orders supplies and other items, answers telephones, screens callers, takes messages or refers questions to the appropriate staff, sorts incoming mail, and highlights priority items, updates staff lists, group email lists, and sets up mailboxes for new staff.
- When needed, order meals for meetings, and make travel and accommodation arrangements.
- Pick up and delivers materials as required. Updates Institutes' website information and news as needed.
- Assist in training new Administrative Coordinators and Senior Administrative Coordinators.
- Assist Director in lab management and serves as a liaison between Director and lab members.
- Assist Director and lab members with various duties; serve as vendor contact.
- Coordinate searches for postdoctoral fellows including travel arrangements, accommodations, seminars, appointment schedules, and reimbursements.
- Prepare and send letters of reference for current and former students and postdoctoral fellows.
- Plan and execute departmental and lab events as needed, including room reservations, communication, and catering or restaurant arrangements.
- Schedule monthly faculty meeting, take meeting minutes, send information to meeting attendees.
Minimum Qualifications
- High School Diploma or graduation equivalent
- Four years progressively responsible administrative experience
- Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY ($61,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F, 40 hours per week
FLSA Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM ICE General Administration
Personnel area: School of Medicine