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Job Req ID:  20860

Sr. Administrative Coordinator


General Summary/Purpose:

The Sr. Administrative Coordinator will provide administrative, grant development, and progress reporting support to the India Research portfolio under Dr. Amita Gupta, the Deputy Director of the Center for Clinical Global Health Education (CCGHE) at the School of Medicine. This person will work closely with the Indo-US Research Program Manager to effectively and efficiently manage the Deputy Director’s activities. This position will also assist the CCGHE grants/contracts team with grant submissions and progress reporting for the India Research Portfolio.


Specific Duties/Responsibilities:

Administrative Support (80%)

  • Serve as primary administrative point of contact for Deputy Director with respect to scheduling and travel arrangements, exercising independent judgment and making independent decisions based on an understanding of projects and priorities.
  • Resolve issues, and identify those that require the Deputy Director’s immediate attention.
  • Organize regular international conference calls to discuss clinical research studies in India.
  • Draft agendas, record notes during the call, disseminate succinct summaries, and follow-up on action items.
  • Ensure that the Deputy Director and Indo-US Research Manager are fully prepared for meetings by proactively compiling information about research projects and meeting participants.
  • Assist Deputy Director with formatting PowerPoint presentations.
  • Host visiting scientists and organize logistics for in-person meetings.
  • Assist faculty with manuscript submissions by reformatting documents and figures, ensuring alignment with guidelines, and uploading for submission.
  • Clean and maintain shared files.
  • Manage contact information for study staff, collaborators, institutional donors, and philanthropic partners.
  • Maintain any shared calendars for staff travel, leave, holidays, and major deadlines.
  • Assist CCGHE staff with data entry, tracking, and report generation from internal databases when needed.
  • Coordinate travel and international conference logistics, manage travel policies/processes, and process reimbursements for CCGHE international travel.  

Grants Development & Progress Reporting (20%):

  • Assist with compiling and formatting supporting documentation for grant applications, including but not limited to biosketches, facilities and resources, and letters of support, etc.
  • Conduct final copy-edit and formatting for project narratives, tables and figures.
  • Assist with compiling documentation, data and other supporting material for annual progress reports for various Indo-US grants.
  • Maintain CVs and biosketches for Deputy Director and other key faculty participating in India projects.
  • Format citations, edit personal statements and contributions to science sections, and adhere to standard NIH guidelines when necessary.


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.


Special Knowledge, Skills, and Abilities:

  • Excellent organizational skills with attention to detail.
  • Exemplary interpersonal skills, ability to collaborate effectively with staff across departments and geographic locations.
  • Ability to work in a fast-paced, collaborative environment and respond quickly, creatively, and flexibly
  • Strong computer literacy skills, specifically with Microsoft Office products (Outlook, Word, PowerPoint, and Excel)
  • Technologically savvy – experience with basic web searching, cloud-based document sharing (DropBox, Onenote, etc), and reference management tools
  • Ability to act proactively and independently, exercising good judgment, thinking creatively to overcome logistical challenges.


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: Phipps 521 - 600 N Wolfe St, Baltimore, MD – East Baltimore

Department name: 60000201-SOM DOM ID CCGHE - Infectious Disease

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.


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