Sr. Administrative Coordinator

Details

Posted: 23-Feb-24

Location: Baltimore, Maryland

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 111330-en_US

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 

 

Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

 

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

 

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion .

 

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

 

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

 

Accommodation Information

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 Talent Acquisition Office at [email protected] . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu .

 

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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.

 

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

 

 

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About Johns Hopkins University
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.
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