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Job Req ID:  2554

Sr. Administrative Coordinator

Classified title:  Sr. Administrative Coordinator

Role/Level/Range: ATO/3/OF

Starting Salary Range: $19.23- $26.46/hr

Employee group: Full-Time

Employee subgroup: Non-Exempt

Schedule: 40 hours per week; Monday-Friday

Location:  School of Medicine/750 E. Pratt Street

 

General Description: The Office of Policy Coordination (OPC) occupies a unique position in the School of Medicine (SOM).  A unit of the Dean’s Office, OPC develops and manages implementation of policy in the areas of conflict of interest, conflict of commitment, misconduct, research integrity, interaction with industry, and use of name.  OPC’s responsibilities involve managing policies and working with faculty, staff, and leadership across the SOM, the University, and the Health System.  

 

The Sr. Administrative Coordinator reports to the Associate Dean for Policy Coordination.  He/she provides high-level administrative and project support to the Associate Dean and to other senior OPC staff and serves as office manager.  The Sr. Administrative Coordinator will exercise independent judgment in ensuring that his/her responsibilities are carried out in a professional, thorough, appropriate and timely manner.  These responsibilities include, but are not limited to, scheduling critical and often confidential meetings that involve multiple participants, maintaining complex calendars, preparing meeting material, answering telephones, routine correspondence, compiling and maintaining data, and special projects as assigned.   

 

Specific duties & responsibilities:

 

The Sr. Administrative Coordinator’s specific responsibilities include, but are not limited to, the following:

  • Support Associate Dean and other senior staff
    • Anticipates and supports the Associate Dean’s administrative needs.  Helps prepare Associate Dean for meetings, including organizing material and making logistical arrangements.
    • Answers and triages phone and email queries.
    • Schedules phone calls, conference calls, and meetings, often involving coordination with multiple people and offices.
    • Assists with preparation of documents for reports and presentations.  Identifies information sources for needed data; conducts searches for documents and information, including use of OPC and University databases, medical publication and other websites, regulatory agency websites, and other relevant sources. 
    • Assists in staffing certain meetings, including drafting minutes and monitoring and/or taking follow-up action.
    • Makes business-related travel arrangements for Associate Dean and OPC senior staff.   
    • Provides backup coverage for other office staff as needed.
    • Other duties as assigned.

 

  • Serve as OPC office manager
    • Independently identifies and resolves administrative problems.   Develops and recommends administrative processes/procedures to ensure efficiency. Interprets and communicates administrative policies for OPC. 
    • Handles all human resources and payroll administrative procedures for OPC.
    • Orders supplies and equipment, and arranges for equipment service.
    • Processes purchase orders and invoices.  Processes travel and non-travel expense reimbursements. 
    • Organizes and maintains the office’s electronic and paper-based administrative files.
    • Reconciles monthly statements; monitors budget expenditures and controls office expenses.
    • Prepares preliminary annual budget for review by Associate Dean. 
    • Serves as point person with office building and maintenance staff.  Handles space and office moves. 
    • Other duties as assigned.

 

The Sr. Administrative Coordinator will communicate clearly and effectively in writing, by phone, and in person with Johns Hopkins faculty, staff, deans, and students, as well as representatives of outside organizations.  He/she will maintain confidentiality and exercise discretion, and will represent OPC and the Associate Dean to internal and external constituencies with collegiality and professionalism.  

 

Qualifications:

 

Requires a minimum of high school diploma/GED and at least five years of related experience.  Additional education may substitute for some experience to the extent permitted by the JHU equivalency formula.  Candidate must be organized, able to handle multiple tasks involving sensitive information with attention to detail and professionalism. Excellent accuracy, interpersonal, written, and verbal skills required.  Must be a self-starter and have ability to work under pressure and meet deadlines.  Proficiency in Microsoft Office Suite, including Word, Access, Excel, PowerPoint, and Outlook required.

 

Preferred qualifications

 

Bachelor’s degree or equivalent experience.  Experience in an academic medical institution, research environment, or research affairs office. Experience with SAP.

 

 

 

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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 jhurecruitment@jhu.edu. 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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