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Job Req ID:  77206

Sr. Administrative Coordinator

We are seeking a Senior Administrative Coordinator who serves as assistant to primarily one (1) faculty member and is the research administrator to the GI Division’s basic science group and multiple individuals and collaborative NIH Grants. The group consists of over a dozen faculty and their teams and has regular conferences and meetings. The administrator’s role includes coordinating the day-to-day activities of multi-faceted research practice and communicating frequently with all members of the group.

 

Specific Duties & Responsibilities:

  • Administrator of our PPG (Project Program Grant) which includes scheduling of meetings and weekly seminars; coordinates the yearly Scientific Advisory Committee Meeting which includes making travel arrangements and organizing yearly 1.5 days Scientific Meeting.
  • Function as a liaison to the Institutional Research Administration and the Development Office to help investigator identify and apply for additional funding sources.
  • Develop and compile reports.  This includes the yearly NIH progress report.
  • Assists with preparations of presentations. Prepare meeting materials, record and draft minutes, monitor and follow up on action items.
  • Scheduling fellowship committee meetings with GI fellow trainees and external advisory board meetings.
  • Maintains websites of basic science websites and cores.
  • Organizes weekly GI Basic Science Lecture Series with Visiting Professor’s staff to make travel arrangements and itinerary, hotel accommodations, private meetings requested dinner arrangements, and escort them around the Hopkins Complex.
  • Organizes weekly divisional GI Research Conferences and weekly Research Journal Club.
  • Organizes yearly Hofmann lecture visits, presentation, and social activities and yearly day-long symposium with approximately 6 non JHU visiting scientists arrange travel hotel activities and lectures.
  • Organizes yearly day-long Center retreat off the JHU medical campus.
  • Coordinates the faculty member’s calendar, prioritize telephone messages, creates and manages database files that will track filing and correspondence documentation
  • Responsible for all Time Away submissions. Must coordinate coverage for this task when out of the office or on vacation
  • Performs other duties as assigned
  • Organize weekly PI laboratory meetings
  • Prepares application for laboratory for use of animals and human studies, use of DNA, and use of radioactivity.
  • Responsible for the preparation/submission of NIH grants for members of the GI basic science group.
  • Responsible for the preparation/editing/submission of all manuscripts for members of the GI basic science group.
  • Responsible for negotiating and purchasing new laboratory equipment, animals, supplies, and services, including service contracts.
  • Works with Grants and Contracts Analyst to monitor expenses for these labs using appropriate SAP BE reports.
  • Provides administrative support and performs general administrative duties necessary for the efficient operation of the lab.
  • Assists researchers in obtaining MTA’s (Material Transfer Agreements) through licensing and Technology Development. Responsible for the submission of all animal protocols and animal shipments/transfers.
  • Serves as Divisional Liaison for annual lab inspections. Works with Faculty to prepare for annual lab inspections. Works with facilities to report all findings and follow-up actions for infractions discovered during inspections.

 

Minimum Qualifications (Mandatory):

  • High School Diploma/GED
  • Five (5) years progressively responsible related experience required.
  • Additional education can substitute for experience.

 

* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.  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. *

 

Preferred Qualifications:

  • Five years progressively responsible related experience.
  • A Bachelor’s Degree can replace years of experience.

 

Special Knowledge, Skills & Abilities:

  • Excellent administrative and organizational and communication skills are required.
  • Excellent proofreading skills, ability to prioritize, handle multiple tasks and to set and meet deadlines, and the ability to work under pressure.
  • Demonstrates organizational skills with proven ability to effectively prioritize workload
  • Proven ability to multitask and process data quickly with a high level of accuracy
  • Ability to work collaboratively as part of a team
  • Ability to work effectively with faculty, staff and students from a variety of diverse backgrounds
  • Ability to take initiative and be proactive with workload and meet deadlines
  • Experience in administrative support in an office setting including calendaring; word processing; data research; travel arrangements; minutes; maintaining file systems and working with confidential materials. Basic knowledge of telecommunications.
  • Demonstrated proficiency with a variety of software applications including spreadsheets and presentation software required
  • Prepares or participates in the preparation of special projects and monitors activities related to them.
  • Complies information for format. Produces reports, graphs, tables, and presentations using software such as Microsoft Office applications including Word, PowerPoint, Photo Editor, Print Shop, FrontPage, Access, and Adobe Acrobat
  • Communicate with Hopkins faculty and staff for information required for annual reporting. Collates, edits and formats reports for submission.

 

Classified Title: Sr. Administrative Coordinator 
Working Title: Sr. Administrative Coordinator   
Role/Level/Range: ATO 40/E/03/OF 
Starting Hourly Pay Rate Range: $20.02 - $21.51/ Commensurate with Experience 
Employee group: Full Time 
Schedule: M- F 40 hours/week - Standard Business Hours (8:30a - 5:00p) 
Exempt Status: Non-Exempt 
Location: School of Medicine Campus 

Department name: SOM DOM Gastroenterology 
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.

 

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.

 

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