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Job Req ID:  18900

Sr. Administrative Coordinator

 

General Summary/Purpose:

This position provides expert administrative support for the Director of the Johns Hopkins Greenberg Bladder Cancer Institute (GBCI). The Sr. Administrative Coordinator is a crucial part of the Institute by working with the Institute’s stakeholders and Internal and External Advisory Boards, to implement the vision and strategic plan of the GBCI.  Completes a broad variety of administrative tasks, including calendar management, meeting organization, travel arrangements, and preparing correspondence. The position will serve as a liaison to faculty and staff, as well as clinicians and clinical support staff. Organizes and coordinates inter-institutional activities, external outreach, and special projects that advance the Institute’s strategic growth and development. Serves as a primary point of contact for the GBCI, and a resource for faculty, staff, clinicians, and administration to plan and execute the mission of the Institute. Reports directly to the Director of the GBCI and Administrator for the Department of Urology.

Specific Duties/Responsibilities:

  • Manage an active calendar of appointments. Plan and coordinate the Director’s schedule.
  • Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations.
  • Make domestic and international travel arrangements for the Director and other members of the GBCI.
  • Make travel arrangements for external visitors and invited speakers with corresponding detailed itineraries and briefings in preparation for these visits.
  • Coordinate invited seminar schedule; reserve conference rooms; book A/V and catering.
  • Submit and follow up on expense reimbursements for the Director, the GBCI, and external visitors.
  • Process online payments and purchase orders.
  • Work closely and effectively with the Director to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
  • Oversee incoming correspondence and requests for the Director’s attention; triage to other staff members as appropriate; prioritize items that need immediate attention.
  • Organize internal and external meetings, as well as special events.
  • Coordinate meeting agendas.
  • Compile and distribute meeting materials and reports for the Director.
  • Ensure that the Director’s CV is kept up to date and respond to requests for materials regarding the Director and the institute.
  • Serve as the Director's administrative liaison to all Board members, members of the GBCI, and collaborators while maintaining discretion and confidentiality.
  • Communicate directly, and on behalf of the Director, with senior leadership (including, but not limited to, the dean, vice deans, department directors, and faculty).
  • Compose and prepare correspondence that is sometimes time-sensitive and confidential.
  • Proofread and edit documents and office communications for approval and signature by the Director.
  • Assist the Director and GBCI with the pre- and post-award process of grant applications.
  • Work with staff in the Office of Administration in Urology and Oncology, including, but not limited to Grants & Contracts Managers, Financial Analysts, HR Generalists.
  • Work with members of the Development Office of the Brady Urological Institute as well as the Sidney Kimmel Comprehensive Cancer Center.
  • Assists the Director with outreach plans and communications for the GBCI’s partnerships and outreach initiatives.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Director, including those of a sensitive or confidential nature.
  • Determines and recommends the appropriate course of action or response.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Director’s ability to effectively lead the Institute.
  • Special projects as assigned by the Director.

Minimum Qualifications:

  • High School Diploma required.
  • Five (5) years progressively responsible administrative experience required.
  • Additional education may substitute for some experience, to the extent permitted by the JHU equivalency formula.

JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) 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:

  • Experience in SAP preferred.
  • Knowledge of JHU administrative policies and procedures preferred.
  • Prefer experience in a research or academic environment.
  • Excellent computer literacy skills including Microsoft Office, email, e-calendar (Outlook) capabilities, video conferencing, graphics, presentation and other administrative software.

Special Knowledge, Skills, and Abilities:

  • Excellent verbal and written communication skills required.
  • Excellent interpersonal skills with the ability to work with faculty, staff and clinicians.
  • Proven strong organizational, time management, analytical and problem solving skills.
  • Adapt to changes in office technology and software to ensure efficient office practices.
  • Excellent typing and accuracy skills required.
  • Ability to operate computer, fax, copier, scanner and other general office equipment.
  • Ability to set up and assist with trouble shooting videoconferencing for meetings coordinated through JHU IT.
  • Must be highly organized and detail oriented.
  • Must be able to work independently, be flexible, motivated and able to handle multiple tasks with ease; must be a self-starter.
  • Ability to make independent decisions and establish work priorities to meet deadlines.
  • High degree of professionalism.
  • Willingness to learn new software.

 

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 (commensurate with experience)

Employee group: Full time

Employee Status: Non-Exempt

Schedule: Monday-Friday - 8:30am-5:00pm 40hrs/Wk

Location: Park 2 - 600 N Wolfe St, Baltimore, MD – East Baltimore

Department name: 60006901 - SOM - Uro Greenberg Bladder Cancer - Urology

Personnel area (School): SOM – 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.

 

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled. 

 

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Important legal information
http://hrnt.jhu.edu/legal.cfm

 

School of Medicine - East Baltimore Campus