The Sr. Administrative Coordinator will provide complex administrative and project support and financial support to the Director and Sr. Administrative Manager for the Division of Molecular Medicine and the Center of Epigenetics. Independently manage projects, develop and maintain positive working relationships internally and externally to the school, the University, and with all those they personally come into contact with including University representatives, government representatives such as the NIH, external and international collaborators, faculty, staff, and students.
Specific duties & responsibilities:
Independently develop and coordinate complex and key administrative projects including communication strategies and plans for support services policy changes, department participation in school-wide initiatives.
Monitors, evaluates and implements business practices and procedures to support the day-to-day operational needs of the Center and Division.
Facilitate programmatic activities such as retreats, seminars, committee meetings, and visiting collaborators that promote interactions among several entities to enhance the Center's research projects.
Assists Center Director and Sr. Administrative Manager in hiring postdoctoral fellows and processing VISAs for international staff.
Coordinates faculty appointment and promotion material documents.
Monitors and ensures compliance requirements are satisfied including: JCAHO, E210, performance reviews, and research.
Develop and recommend administrative processes and procedures to assure efficiency.
Provide support for students associated with the program as required.
Research and assemble materials for presentations and for Crisis Response Plans related to the Rangos Building.
Establish and maintain an organized filing system according to office procedures to ensure the expeditious retrieval of information.
Maintain the Director's calendar bases on knowledge and goals and priorities, schedule appointments, arrange meetings, make travel arrangements.
Draft and edit correspondence for the Director.
Screen and triage incoming mail and phone calls for the Center of Epigenetics.
Review and reconcile sponsored and non-sponsored expense statements, monitors monthly expenditures, and gather supporting documentation for supervisors review and approval.
Assist with shopping cart approvals when Sr. Administrative Manager is away from office.
Process departmental procurement requests via procurement card.
Maintain and follow appropriate policies and procedures for procurement card.
Responsible for account reconciliation process for selected faculty members within the Center for Epigenetics (i.e., prepare detailed budget reports on a monthly basis to review accounts, etc).
Assist Sr. Administrative Manager with completing sub-award documents.
Coordinate, maintain, and monitor faculty Other Support Pages; Biosketches; faculty compliance training.
Track and maintain divisional IRBs to ensure current and notify Sr. Administrative Manager and Principle Investigator of renewal dates.
Track and maintain divisional protocols to ensure current and notify Sr. Administrative Manager and Principle Investigator of renewal dates.
Assist in the tracking of proposals and other sponsored research documentation through the signature/approval processes.
Assist with various paper and electronic forms such as journal vouchers, payroll, check deposits, and purchase orders. Prepare and review electronic budgets, budget changes, and expenditure transfers.
Customer Service and Teamwork Expectations:
Is courteous and pleasant in person and on the telephone with coworkers, patients, visitors, and supervisors. Utilizes proper telephone etiquette.
Serves as a representative for the Division of Molecular Medicine and the Center for Epigenetics outside the confines of the Division's lab and office space.
Functions as a team player and works to maintain harmonious working relationships with coworkers, peers and supervisors.
Recognizes where coworkers need assistance and takes initiative to help.
Internal: Dean's Office, Research Administration, Business Office, Research Accounting, Equipment and Space Accounting, General Accounting, Payroll, Accounts Payable, Purchasing, Information Systems, Homewood Micro computing Center. Various other departments and divisions in JHU and JHH.
External: Affiliated hospitals, private and government agencies granting research funds (e.g., NIH, Foundations, and Private Drug Companies) and various vendors and service providers (e.g., supply companies, professional medical organizations and societies, contractors).
Computer Knowledge Expectations:
Demonstrates ability for self-direction and initiation, as well as ability to work independently and as part of a team, to address problems/tasks.
Must be organized and able to appropriately prioritize responsibilities in a fast-paced environment.
Arrives at work on time and is prepared to assist coworkers, faculty, and both internal and external customers at the beginning of his/her workday.
Regular interaction with the Division Director and other Faculty members who are part of the Center for Epigenetics, Sr. Administrative Manager, Post-Doctoral Fellows, Students, and all other lab personnel.
On a regular and continuous basis exercise administrative and financial judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the area.
Other responsibilities as assigned.
Scope of Responsibility:
Know the formal and informal divisional goals, standards, policies and procedures that may include some familiarity of other departments within the school/division.
Is sensitive to the interrelationship of both people and functions within the department.
Know the role of the position and its potential impact on the working unit.
Carry out duties and responsibilities with limited supervision.
When making decisions will consider the resources available and current priorities.
Exchanges routine information using tact and persuasion as appropriate requiring good oral and written communication and presentation skills.
Listens to others (does not interrupt others when they are speaking, shows respect for opinions/concerns.)
Education and Experience:
Required: Requires high school diploma/GED. Bachelor's degree preferred.
Requires a minimum of five years of experience in administrative positions and or financial positions, in an academic or medical setting preferred.
Additional education may substitute for some experience, to the extent permitted by the JHU equivalency formula.
Classified title: Sr. Administrative Coordinator
Starting Salary Range: 40,019 - 55,055 commensurate with experience
Employee group: Full-Time
Employee subgroup: Non-exempt
Schedule: Working 40 hour per week; Monday-Friday 8:30-5pm
Location: Johns Hopkins East Baltimore 855 N Wolfe Street
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.
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