The Sr. Administrative Coordinator provides complex administrative/financial and project/program support to four professors and the sr. administrative manager of the division on a daily basis. Serves as the initial point of contact for the divisional administrative office. Responsibilities include, but are not limited to, scheduling complex meetings with multiple participants, prepare meeting and travel arrangements including generating itineraries and gathering materials to be presented in an organized fashion, monitoring and reconciling expenses against monthly statements, maintaining complex calendars, preparing grant application materials and updating/maintaining current information, event planning, routine correspondence, compiling and maintaining data, answering telephones, special projects as assigned. Ideal candidate will maintain a high degree of professionalism and confidentiality, comfortably taking initiative and exercising independent judgment to resolve issues. Will perform duties of a sensitive and confidential nature. Work with other administrative coordinators as a team to provide back-up support as needed. This position reports to the Sr. Administrative Manager.
Specific Duties & Responsibilities:
Provides administrative, clerical and research project support, including managing and maintaining multiple faculty members’ calendars, arrange/prepare for meetings, prepare/edit documents for grant proposals, reconcile and troubleshoot monthly financial statements and generating routine correspondence.
Create, update and maintain databases, prepare/maintain required reports, process reimbursements in SAP.
Coordinate administrative/divisional meetings, including scheduling, invitations, reminders, meeting logistics (including A/V, catering, meeting location, conference line availability, etc), maintain attendance lists, committee rosters and contact information to be distributed/updated on an ongoing basis.
Prepare and distribute materials for meetings as needed.
Assumes administrative tasks, special projects, ad hoc reports, financial reporting, research data and other related activities.
A high level of confidentiality and professionalism is required.
Serves as the main administrative contact for the divisional office.
Greet visitors, answer/screen callers, in a professional manner; refer questions to appropriate staff members if unable to provide assistance.
Create, update and maintain documents for grant proposal submissions including but not limited to biosketches, other support pages, Letters of Support, Letters of Intent, budget justifications, facilities pages, etc.
Maintain awareness of changing requirements and adjust formats to comply.
Upload information on shared drive providing access to others.
Responsible for all aspects of event planning – develop and maintain accurate list serve email addresses related to target group for large meetings; serve as main point of contact for speakers, providing details on location of meetings/talk, resources needed, parking, etc.
Order refreshments/meals, create electronic flyers for distribution/posting and process invoices/reimbursements related to events.
Schedule complex and detailed appointments/meetings.
Maintain calendars, schedule appointments/meeting rooms and coordinate audio-visual needs for same.
Serve as AV liaison for meetings coordinating with other divisional staff members.
Make travel and accommodation arrangements and prepare accurate expense reports in a timely fashion.
Assist with proofreading, editing and submission of manuscripts.
Compose, edit, proofread and distribute various form letters and emails/correspondence on behalf of faculty members.
Create and maintain accurate filing system.
Schedule prenatal consults by request of other divisions; manage calendars for faculty to ensure adequate time allotted.
Submit billing via EPIC or manual system as determined by division leadership. Run reports in EPIC to reconcile billing.
Develop and maintain information in a filing system to monitor faculty appointment/promotion process on individual faculty members.
Create tables, charts, graphs and Power Point presentations on a regular basis.
Maintain files – paper and electronic – for regular updates so that current information is always available.
Organize and maintain all divisional budget files.
Interpret and communicate office and divisional operating policies and procedures.
Create new systems and/or revise established office policies and procedures; compile and update manuals.
Prepare documents in SAP – shopping carts for purchases, travel and non-travel reimbursements, check requests, SPAR software orders, create vendors as needed.
Troubleshoot/research errors on budgets as part of the reconciliation process.
Assist sr. administrative manager in these areas as requested.
Maintain accurate records of all expenditures for account reconciliation.
Coordinate service requests through Facilities as needed; monitor office equipment and place service calls as needed.
Order supplies and maintain inventory for the area.
Pick up and distribute mail on a daily basis.
Organize and maintain all supply areas for the Division.
Perform other duties and/or special projects as assigned by faculty and/or sr. administrative manager.
Serve as back-up support for Fellowship Program Coordinator and other Sr. Administrative Coordinators as needed, including Division Chief’s assistant.
High School Diploma/GED required.
Five (5) years progressively responsible administrative experience required, preferably in a research or academic environment.
Additional education may substitute for experience, to the extent permitting by the JHU Equivalency Formula.
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.
Bachelor’s Degree strongly preferred.
Previous work experience in an academic/clinical setting preferred.
Previous SAP experience preferred.
Special Knowledge, Skills, and Abilities:
Candidate will be required to work on projects independently, making suggestions/recommendations to supervisors as needed.
Candidate will be expected to take initiative to see what needs to be done in order to maintain smooth office operations and suggestions for improvements.
Will need to be able to coordinate workload and follow up with faculty/manager if conflicting priorities present themselves.
Able to work directly with faculty/manager to resolve.
Excellent computer literacy skills including Word, Excel, Power Point, Windows, SAP, email, e-calendar (Outlook) capabilities, graphics, presentation and other administrative software.
Willingness to learn new software.
Adapts to changes in office technology and software to ensure efficient office practices.
Working knowledge of accounting and budgeting theory and practices.
Proven strong organizational, analytical and problem solving skills are required. Attention to detail a must.
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.
Communicates effectively and in a professional manner at all times.
Maintains positive, courteous, supportive, professional working relationships with all levels of contacts – faculty, staff, students, visitors, etc.
Provides excellent customer service assisting others when needed and requested.
Excellent verbal and written communication skills required.
Excellent interpersonal skills with the ability to work with faculty, staff and students.
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.
Ability to work independently as well as part of a team.
Ability to work for long periods of time without direction, prioritize own work and to work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
Functions as a member of a team, working to promote an atmosphere of respect, collegiality and integrity.
On a regular basis, exercise sound judgment and assume responsibility for decisions, consequences and results.
Final applicants for this position may be required to complete skills assessments appropriate to position description.
Any specific physical requirements for the job:
Must be able to sit, stand for long periods of time.
Must be able to deliver materials, check mail, etc. on a daily basis to several other departments/offices within the East Baltimore Campus.
Classified title: Sr. Administrative Coordinator
Starting Salary Range: $19.82 - $27.27 (commensurate with experience)
Location: 1800 Orleans Street - Bloomberg Children’s Center Rm 8534 – 04-East Baltimore Campus
Department name: 10003085 - JHH Peds Neonatology Pediatrics/Neonatology
Personnel area: UN02/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 email@example.com. 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.
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.