Senior Administrative Coordinator

1 week ago

Baltimore, United States Johns Hopkins University Full time

We are seeking a Sr. Administrative Coordinator who will beresponsible for providing high level administrative, secretarial, and laboratory management support for Dr. Steven Keller and Dr. Sung-Min Cho. The Sr. Administrative Coordinator will support Dr. Keller and Dr. Cho in the advancement of their overall research program which seeks to establish the future of critical care medicine and improve survival for patients who suffer from life-threatening illness. This role will specifically support Dr. Keller and Dr. Cho in completion of their newly awarded Defense Advanced Research Projects Agency (DARPA) project and will provide support for Dr. Keller‘s research laboratory. This is a unique opportunity to serve as a foundational member of a rapidly expanding research team and will work closely with Dr. Keller to shape an environment and culture for future laboratory members that is both dynamic and supportive.


DARPA is an agency within the US Department of Defense that seeks to produce transformational innovation. Dr. Keller and Dr. Cho have been awarded a substantial DARPA contract to develop a novel life support platform. This project will combine advanced engineering and the leading edge of clinical medicine to produce a new means of supporting trauma patients. The project team is a unique academic-industry partnership lead by Johns Hopkins University that is comprised of multiple research academic institutions and a leading medical device company. The environment created by this partnership is highly dynamic and will provide unique opportunities for engaging leaders in medicine and technology from across government, academia, and industry. The broader goal of this project is to define the future of critical care medicine and create new life support technology to improve survival for patients suffering from life-threatening organ failure. The Senior Administrative Coordinator role will serve a vital function within the project and will be the key source of support for Dr. Keller and Dr. Cho and the project Program Manager. The Senior Administrative Coordinator will have multiple responsibilities and will have opportunities to both expand on existing skills and develop new capabilities. This role will provide multiple opportunities for growth and future advancement as tailored to the specific applicant.


Specific Duties & Responsibilities

  • Provide overall administrative support to Dr. Steven Keller, Dr. Sung-Min Cho, and the DARPA Program Manager.
  • Assist in managing the daily calendar for Dr. Keller and Dr. Cho and in scheduling, coordinating, and setting up meetings and calls for Dr. Keller, Dr. Cho, and the DARPA Program Manager.
  • Assist in maintaining laboratory and office expenses and tracking overall laboratory budgets.
  • Receive and screen incoming calls, faxes, and mail; prioritize, organize and designate necessary action to be taken, deadlines and follow up.
  • Maintain an accurate log of outgoing correspondence and proposals.
  • Provide specific administrative support, such as document and letter formatting, typing, and composing for Dr. Keller, Dr. Cho, and the DARPA Program Manager.
  • Assist Dr. Keller, Dr. Cho and the laboratory members with making travel arrangements and filing reimbursements.
  • Operates and maintains office equipment such as photocopier, fax machine. Photocopy materials, or arrange for printing services, to support a variety of projects.
  • Type, format, and produce versions ready for signature of routine correspondence, proposal documents, forms, and manuscripts.
  • Establish and maintain office files.
  • Maintain and purchase inventory of office and laboratory supplies via SAP.
  • Initiate and follow up on service calls or orders to facilities and housekeeping as needed or as requested.
  • Travel to various on-campus offices to deliver or retrieve time sensitive correspondence and proposals.
  • Operate personal computer to access e-mail, electronic calendars, and other basic office support software.
  • Process and track vendor payment status. Follow up with vendor and/or accounts payable as necessary.
  • Prepare meeting materials (e.g., draft agenda, collect relevant information) and staff high level meetings. Record and draft minutes. Monitor and follow-up on action items


Special Knowledge, Skills, & Abilities

  • Ability to work independently and prioritize work within established deadlines.
  • Excellent organizational and time management skills.
  • Analytical with excellent problem-solving and critical thinking skills.
  • Strong attention to detail and accuracy.
  • Ability to respond quickly to changing needs and to balance competing responsibilities.
  • Familiarity with Microsoft Office (including Word, Excel, and Outlook).


Minimum Qualifications
  • High School diploma or graduation equivalent.
  • Five years of progressively responsible administrative experience.
  • Experience working with various software applications.
  • Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.


Preferred Qualifications

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY ($65,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday 8:30am to 5pm
Exempt Status:Non-Exempt
Location:Hybrid/School of Medicine Campus
Department name: SOM DOM Pulmonary
Personnel area: School of Medicine

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