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Sr. Administrative Coordinator

Johns Hopkins University
United States, Maryland, Baltimore
3400 North Charles Street (Show on map)
December 01, 2023

The Johns Hopkins University is seeking to hire a Sr. Administrative Coordinator within the department of Molecular Biology & Genetics (MBG), Office of the Director. The Sr. Administrative Coordinator will provide administrative support to the Director, Administrative Manager, and academic faculty of MBG. The position assists with office workflow, scheduling, correspondence, invoicing, and report preparation. The employee must be organized, diplomatic, flexible and possess good communication skills. This position reports to the Administrative Manager in the Director's office.

Specific Duties & Responsibilities

  • Coordinate and arrange Interim Director's busy calendar, scheduling appointments, and arranging meetings, exercising independent judgment and initiative.
  • In conjunction with the Administrative Manager, reviews existing procedures and creates new systems and/or revises existing systems to improve workflow and efficiency.
  • Write and prepare correspondence on behalf of the Director.
  • Prepare, edit and organize manuscripts for submission to scientific journals and PubMed Central.
  • Candidate will perform web-based library searches using various databases such as PubMed.
  • Prepare and/or edit reports for both internal and external use. Prepare and/or edit tables, charts, and slides for lectures.
  • Provide general administrative support to departmental faculty and their lab members, including two Bloomberg Professors.
  • Prepare meeting materials for institutional and national meetings.
  • Coordinate foreign and domestic travel arrangements, hotel accommodations and itineraries for faculty, postdoctoral fellows, and students as requested, using World Travel or Concur.
  • Provide budget and financial support to include reconciling credit cards, coordinating office purchases and paying bills.
  • Submit timely travel and other reimbursements.
  • Order laboratory supplies (scientific supplies and equipment).
  • Assist department faculty members with SAP ordering.
  • Complete and process forms and reports required by various external, or governmental organizations.
  • Procure office supplies and teaching materials as needed.
  • Complete and submit Material Transfer Agreements (MTA's) for faculty.
  • Serve as point of contact for all departmental members, and external visitors including guest speakers.
  • Arrange speaker travel and process reimbursements.
  • New Student Orientation - Assist department with new student orientation.
  • Answer telephones, prioritize and triage phone messages. Open, sort, prioritize and disseminate mail.
  • Complete annual National Science Foundation Survey and internal John Hopkins surveys.
  • External Reviews - Assist with coordination of periodic departmental external reviews, when applicable.
  • Participate in coordinating Responsible Conduct of Research training for the department.
  • Involves working with faculty in charge of case studies as well as central office of Policy Coordination.
  • Keep track that all faculty and students take training on the required schedule.
  • Participate in coordinating major lectures such as the annual Passano and Nathans lectures.
  • Coordinate outside speakers and attendees at lecture and dinner(s). Involves several months of planning and booking speakers one to two years in advance.
  • Process transactions in the JHU and Howard Hughes Medical Institution systems.
  • Coordinate and run School of Medicine courses offered once per academic year. Interact with course directors, teaching faculty, teaching assistants, and graduate students on a regular basis while courses are in-session.
  • Schedule course meetings as needed. Edit course documents. Organize and upload course materials into electronic course platform.
  • Keep and disseminate scores and results to students and Registrar's Office. Maintain electronic record of all course materials.
  • Update departmental website, intranet site and social media platforms as needed.
  • Provide support and other duties, as assigned.
Special Knowledge, Skills, & Abilities
  • On a regular and continuous basis, exercises independent judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and quality of service both within and external to the Department.
  • Customer service experience a plus.

Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Three years progressively responsible administrative experience including 3 years of relevant administrative support and office experience directly supporting a faculty member, healthcare or business executive.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
  • Strong knowledge and experience with computer software and peripherals (e.g., printers and scanners); Microsoft Products, especially Outlook, and learning management solutions such as Canvas.
  • Online/cloud storage and file sharing services, such as OneDrive, SharePoint, etc.
  • Strong customer service and critical thinking skills.
  • Ability to work independently as well as a team member.

Preferred Qualifications
  • Bachelor's Degree.
  • Strong customer service and critical thinking skills.
  • Administrative experience in supporting a department director and/or academic faculty.
  • Familiarity of higher education and the research/trainee environment.
  • General accounting or bookkeeping knowledge.
  • Ability to work in a financial system (SAP, Concur).
  • Ability to edit and maintain departmental website, intranet site and social media platforms.
  • Assist with standardizing departmental operating procedures.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: Min $21.00 - Max $36.50 HRLY ($65,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30am-5:00pm
Exempt Status:Non-Exempt
Location:Hybrid/School of Medicine Campus
Department name: SOM MBG Molecular Biology and Genetics
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:

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 .

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 AcquisitionOffice at .For TTY users, call via Maryland Relay or dial 711.For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit .

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 and all other JHU applicants should visit.

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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