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Job Req ID:  10885

Sr. Administrative Coordinator

Classified Title: Sr. Administrative Coordinator 
Role/Level/Range: ATO 40/E/03/OF 
Starting Salary Range: $19.24 - $26.47
Employee group: Full Time 
Schedule: M-F; 8:30 am - 5:00 pm 
Employee subgroup: Salaried Non-exmt 
Location: 1830 E. Monument Street 
Department name: 10002813-SOM DOM Infectious Disease 
Personnel area: School of Medicine



General Summary


The Department of Infectious Disease is seeking a Sr. Administrative Coordinator that will provide complex administrative and project support to 8 faculty, including 3 professors in Director level roles, and higher level administrative staff (Division Administrator, HR Generalist) for the Division of Infectious Diseases.  Represent the division 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.  Interpret operating policies of the University and the Hospital. Exercise independent judgment in the resolution of administrative problems. In addition, position will work closely with an experienced Grants & Contracts Analyst to carry out the administrative tasks necessary for smooth operation of grants and projects.   


Duties & Responsibilities


  • Provide complex administrative and project support to:
  • 8 faculty, including the Director of Clinical Trials, the Director of Fellowship and the Director of AIDS Service
  • Higher level administrative staff including the divisional Administrator and HR Generalist
  • Provides high level administrative support to include maintaining schedules, travel arrangements, arrange and prepare for meetings, preparation and editing of general correspondence, maintain minutes from meetings as required, prepare and maintain required reports, and process expense accounts/reimbursements, maintain files.  Assist with grant submissions and account reconciliation.  May be asked to support additional faculty members with the above activities as needed.  
  • Implement processes for the day to day management of a large division to ensure efficient completion of tasks.  These include items such as:  distributing mail, ordering lab coats, duplicating keys, fed-ex reconciliation, ordering of supplies, processing invoices, triaging phone calls, securing parking coupons, stamps, badges, coordinating office equipment, and depositing checks etc.  
  • Assist the HR team with administrative tasks such as scanning, file maintenance, documentation, presentations, updating reports, etc. Assist with weekly payroll; communications, tracking, record keeping and filing. Run time and attendance reports through the E210 system and follow up as necessary. Complete the dissemination of annual reviews; update memo’s, send out announcement and review to supervisors, track and crease ISR in SAP. Assist HR Generalist with the creation of training materials and presentations. Administrative Support for moves/new hires; ensuring phone/fax/office set up is adequate
  • Communicates effectively and maintain positive courteous, supportive, and professional working relationships with all levels of contacts; contributes to the customer service oriented atmosphere within the department to assist other functional areas when needed or requested.  Carries out duties and responsibilities with limited supervision.
  • Assumes administrative tasks, special projects, ad hoc reports, budgets, billing, research data and other related activities. For example, maintain space database, oversee logistics of renovations and relocations across 10 buildings, coordinate updates to website, implement system for website updates etc.  A high level of confidentiality and professionalism is required.
  • Develops and maintains information to generate various reports on departmental strategy projects. Creates tables, charts, graphs, and PowerPoint presentations as needed. Maintains project files; coordinates the receipt and processing of information for project management.
  • Documents administrative systems through compiling and updating manuals, policies & procedures.
  • Knows the formal and informal departmental goals, standards, policies and procedures that may include some familiarity of other departments within the school/division. Is sensitive to the interrelationship of both people and functions within the department. Functions as a member of a team, working to promote an atmosphere of respect, collegiality, integrity and discovery.
  • On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences and results having an impact on people, costs and/or quality of service within the functional area. Must be able to integrate and synthesize information from multiple sources. Good judgment required, as this position requires accessing sensitive information. Must be able to meet deadlines and work flexible hours.




High School Diploma/GED. Five years progressively responsible administrative experience. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


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.




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 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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