Senior Administrative Coordinator

3 days ago

Baltimore, United States Johns Hopkins University Full time

The Johns Hopkins University Department of Molecular Biology & Genetics (MBG) is seeking aSr. Administrative Coordinator who provides general office management support to the Department Director, Administrator, and academic faculty, postdocs and students of MBG. The position assists with office workflow, scheduling, travel arrangements, correspondence, invoicing, and report preparation. The Sr. Administrative Coordinator must be organized, diplomatic, and possess good communication skills and reports to the MBG Administrator.


Specific Duties & Responsibilities

  • Schedule appointments and arrange meetings for the Department Director and other faculty, as needed, exercising independent judgment and initiative.
  • Independently identify and resolve scheduling conflicts and prioritize meeting requests.
  • Manage room reservation calendars and department events calendar.
  • Create and distribute promotional materials for department events, including colloquia series, seminar series, journal clubs, etc.
  • Coordinate all event preparations and day-of logistics, such catering, room reservations and setup, AV/IT, promotion, and cleanup.
  • In advance of all meetings, confirm logistics and ensure all parties have the proper materials disseminated for both in-person and virtual events.
  • Prepare, edit and organize manuscripts for submission to scientific journals and PubMed Central.
  • The 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 all faculty and their lab members.
  • 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 invoices.
  • Submit timely travel and expense reimbursements. Ensure completeness and accuracy of documentation according to university policies.
  • Assist department faculty members with SAP ordering, as needed, including capital equipment.
  • 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 and honoraria payments.
  • Assist department with new student orientation.
  • Answer telephones, prioritize and triage phone messages. Open, sort, prioritize and disseminate mail and packages.
  • Complete annual NSF Survey.
  • Assist Administrator with coordination of periodic departmental external reviews, when applicable.
  • Provide support with other duties, as assigned.
  • 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 HHMI systems.
  • In coordination with lab managers, assist the Administrator with annual Lab Safety Surveys.
  • Coordinate and assist with SOM courses offered twice 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 and space reservations as needed. Edit course documents. Organize and upload course materials into electronic course platform (Canvas). Maintain electronic records of all course materials.
  • Update departmental website and intranet site as needed.


Knowledge, Skills, and Abilities

  • Advanced knowledge using office software applications including Microsoft Excel, Microsoft Word, Microsoft PowerPoint, and Microsoft Outlook.
  • Fluency with SAP.
  • Experience with online storage and file sharing services, such as OneDrive, SharePoint, etc.
  • Ability to work independently, multi-task, and be organized.
  • Experience working within large, complex organizations and supporting events and meetings.
  • Excellent communication and interpersonal skills including the generation of meeting summaries and action steps.
  • Capacity to work independently and in a fast-paced environment; must have excellent organization skills.
  • Superior level of attention to detail and ability to research and follow up on actions.
  • Excellent customer service skills to interact effectively with faculty, staff, students, and external customers.
  • Ability to manage projects and determine priorities while maintaining a high degree of professionalism and confidentiality.


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.
  • Experience with accounting software.
  • Experience within an academic environment.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY ($56,648 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

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