Sr. Administrative Coordinator
The Department of Biophysics and Biophysical Chemistry is seeking a highly skilled Sr. Administrative Coordinator who can manage multiple priorities and deadlines while providing a high level of service to the faculty and leadership within the department.
Specific Duties & Responsibilities
- Manage weekly seminar series to include arranging dates, communicating with speakers, scheduling rooms, reserving a/v, arranging travel/lodging, catering, advertising, coordinating meeting schedule, ensuring day of activities run smoothly, submit honorarium and travel expense reimbursements, etc.
- Assist faculty with scheduling large meetings. Draft/edit/circulate related meeting and special event materials, gather background data in preparation for meetings.
- Manage scheduling, communications, and engagements with various faculty internal and external to the institution.
- Independently identify and resolve scheduling conflicts and prioritize meeting requests.
- In advance of all meetings, confirm logistics and ensure all parties have the proper materials disseminated for both in-person and virtual events.
- Enter invoices, electronic payment requests, FedEx, and travel reimbursements in a timely and accurate manner. Ensure completeness and accuracy of documentation according to university policies.
- Submit large equipment purchase requests for the department; ensuring all SOM and university policies are followed.
- Coordinate with systems engineers, vendors and purchasing to ensure timely processing and installation.
- Provide customer service to systems engineers, vendors, and faculty members throughout the capital procurement process.
- In coordination with the administrative manager, ensure that assets costing $5,000 or more are reported, tagged, and tracked. Report all changes in asset status to JHU Fixed Assets including disposition of asset in a timely fashion.
- Ensure that all service contracts are reviewed and approved by the appropriate JHU authority. Create and maintain electronic database to track various contracts.
- Serve as a backup to the Sr. Academic Program Coordinator
- Other duties as assigned.
Minimum Qualifications
- High School Diploma or graduation equivalent.
- Five years progressively responsible administrative experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Special Knowledge, Skills & Abilities
- Advanced knowledge using office software applications including Microsoft Excel, Microsoft Word, Microsoft PowerPoint, and Microsoft Outlook.
- Experience working within large, complex organizations and supporting events and meetings.
- Excellent communication and interpersonal skills including the generation of meeting summaries and action steps.
- Capacity to work independently and in a fast-paced environment; must have excellent organization skills.
- Superior level of attention to detail and ability to research and follow up on actions.
- Excellent customer service skills to interact effectively with faculty, staff, students, and external customers.
- Ability to manage projects and determine priorities while maintaining a high degree of professionalism and confidentiality.
Preferred Qualifications
- Bachelor’s Degree.
- Fluency with SAP.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Min $21.00 - Max $36.50 HRLY ($59,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F, 40 Hours per week
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM Biophy Biophys and Biophys Chemistry
Personnel area: School of Medicine