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Job Req ID:  57520

Sr Administrative Coordinator

General Purpose: 

The Division of Neuroimmunology and Neuroinfectious Diseases is seeking a Sr. Administrative Coordinator to support administrative functions of the Precision Medicine Center of Excellence (PMCOE) program based in the Department of Neurology at the JHU School of Medicine. The PMCOE program aims to provide patients with a more accurate diagnosis and prognosis using specialized blood tests, magnetic resonance imaging, retinal optical coherence tomography (OCT), and genetic testing, leading to personalized care plans and ultimately to more effective treatment options for patients with multiple sclerosis (MS). Sr. Administrative Coordinator is responsible for providing administrative and office support to the NINI Division and will be assigned initially to support the co-directors of the PMCOE program.

 

With minimal supervision, the Sr. Administrative Coordinator will oversee key administrative functions in a research setting. The Sr. Administrative Coordinator must be able to work in a demanding, fast-paced, and collaborative work environment. This position requires the ability to multi-task, prioritize, and be proactive and flexible.

 

Specific Duties & Responsibilities:

Admin and task-management

  • Maintain and oversee task management system for JHU team, follow-up with team members to complete tasks and support documentation of team progress
  • Schedule calls with JHU and internal and external stakeholders, attend calls and take minutes, follow-up on action items
  • Provide ad-hoc administrative duties as they arise to support the team based at JHU
  • Format and proofread reports, presentations, publications, and newsletters
  • Provide direct administrative support to the Program Administrator, Research Program Manager, and PIs
  • Manage meeting scheduling and room reservations; provide event support, including managing catering orders, virtual teleconferencing, note-taking, and other tasks;
  • Coordination of Case Conference, NINI Speaker series and annual MS WALK
  • Support faculty/adjuncts with general administrative tasks
  • Assist on special projects that require significant administrative support
  • General office management and organization
  • Process payments for vendors and contractors and process travel reimbursements
  • Ensure the proper functioning of all office equipment and maintain office inventory
  • Serve as administrative liaison between the various programs within the NINI Division and Department of Neurology and other university units
  • Administer information on the external website and internal portal to ensure accuracy and necessary updates
  • Review and edit documents for readability, formatting and grammar (maintain updated biosketch and OS docs for faculty, assist with RESTORE newsletter production)

Programmatic:

  • Maintain email communication and stay up to date on programmatic documents sent through email on upcoming plans and priorities
  • Conduct literature reviews as needed to inform programmatic activities
  • Support content development and finalization of reports and newsletters and help track reporting deadlines
  • Track project/ deadlines and coordinate to keep the team on track
  • Contribute to data analytics and visualizations and help lead improvements for reporting structure and content
  • Manage and help organize events such as: team meetings, retreats, team building activities, conference logistics, team travel
  • Maintain documentation and knowledge management system for filing, classifying, and tracking documents and supporting resources
  • Support the development of program related protocols and implementation resources
  • Review existing procedures and suggest new administrative procedures, as needed
  • Assists with the coordination and development of patient outreach and resources

Minimum Qualifications:

  • High School Diploma/GED required.
  • Requires a minimum of five years of office/clerical experience  working in a fast-paced office environment.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

 

Preferred Qualifications:

  • Bachelor’s degree preferred. 
  • Budget experience.
  • Proficiency in business software systems such as SAP and Concur is strongly preferred

Special Knowledge, Skills, and Abilities

  • Experience in global health programming
  • Advanced computer skills with strong Excel, Microsoft Word and PowerPoint skills (and including MS Office applications)
  • Excellent organizational and administrative skills with strong attention to detail and timeliness
  • Ability to develop routines to manage workloads and organize work efficiently
  • Readiness to interact with a variety of people and assume diverse duties and tasks
  • Experience with USAID and donor relations preferred
  • Desire to work closely with others as part of a dynamic and dedicated team
  • Knowledge of administrative processes and approaches and financial knowledge base line

 

Classified Title: Sr. Administrative Coordinator 
Working Title: Sr Administrative Coordinator 
Role/Level/Range: ATO 40/E/03/OF 
Starting Salary Range: $19.82 - $27.27
Employee group: Full Time 
Schedule: M-F 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10003522-SOM Neuro Neuroimmunology 
Personnel area: 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.

 

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School of Medicine - East Baltimore Campus