Job Information
Johns Hopkins University Sr. Administrative Coordinator in Baltimore, Maryland
We are seeking a highly motivated casual Sr. Administrative Coordinator to provide administrative support for the Principal Investigator of the UNLOAD Heart Failure Study, in addition to providing administrative support for related cardiovascular epidemiology projects. Duties include coordinating and performing administrative duties, providing confidential secretarial support, arranging conference and travel logistics, assisting with project activities and maintaining a high level of customer service excellence and detail orientation. The Administrative Coordinator will answer office telephone and perform day-to-day administrative activities.
Specific Duties & Responsibilities
Will provide scheduling - manage daily schedules including calendar management.
Organize and schedule meetings and conference calls with key faculty and staff.
Schedule conference rooms and computer/AV equipment.
Act as liaison to institutions/organizations including coordination of on and off campus meetings and conferences.
Accurately create, prepare, and disseminate memos, letters, and emails as well as maintaining contact and email lists.
Maintain and seek to continually enhance appropriate filing systems.
Locate and compile administrative information (i.e. grant information, IRB submissions).
Copy materials and send/receive facsimiles as requested.
Purchasing/Financial Transaction Support - Prepare forms and obtain proper authorization for supplies. Prepare travel authorizations, travel reimbursement, and procurement card reconciliations and reallocations.
Ensure expenses post to correct project/account.
Maintain accurate and current computerized record database of expenditures, inventory and supplies, monitor supplies and materials.
Travel - Anticipate faculty needs for travel and conferences. Make all travel arrangements, monitor changes, and process reimbursements.
Meeting/Conference Support - Coordinate meeting logistics for in person meetings the faculty will host/lead in Baltimore by coordinating travel arrangements of meeting participants and hotel, meeting room, and catering logistics. Assist with special event coordination.
Document management - Edit, format, and review conference papers, reports, or other documents as requested in support of ongoing project work using MS Word, MS PowerPoint, and MS Excel. Format MS PowerPoint presentations the faculty use for public presentations. Coordinate and organize project and/or meeting binders in paper and electronic forms, including duplication and mailings.
Additional Knowledge, Skills & Abilities
Must be comfortable working with deadlines and under pressure.
Must have excellent communication skills and be able to manage an executive calendar that is busy and changes often.
Demonstrated ability to work productively independently and as part of a team.
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.
Preferred Qualifications
- Bachelor’s Degree.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.00 - $36.50 HRLY ($30,000 targeted; Commensurate with experience)
Employee group: Casual / On Call
Schedule: 5-10hrs/wk
Exempt Status: Non-Exempt
Location: Remote
Department name: SOM DOM General Internal Medicine
Personnel area: School of Medicine
Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.