The Sr. Administrative Coordinator will provide executive administrative support to the department director for the strategic operation of the department and overall academic and research mission. Responsible for oversight and coordination of all administrative functions of the Office of the Director. Act as liaison and serve as front-line representative. Must be able to communicate clearly, appropriately and effectively both orally and in writing, with all levels of staff and leadership both inside and outside the institution.
Specific Duties & Responsibilities
Exercise high level of independent judgment and proactive initiative in making decisions on the director’s behalf, as needed. Prioritizing requests and responding in a timely manner. Ability to think creatively to manage multiple projects independently, including handling matters of a confidential nature with sensitivity and discretion. Draft and prepare office communication for signature as well as proofread and edit confidential, sensitive information. Ability to identify problems, propose solutions and implement procedures to enhance the effectiveness of administrative functions for the Director. Independently manage conflict-free calendar for meetings, appointments and speaking engagements, including those held both inside and outside the institution; assist the director in staying on schedule; anticipate and assemble pertinent materials for meetings and trips. Make all travel arrangements for director- handle all communication with coordinators and conference organizers, prepare itineraries, conference registration, travel and hotel arrangements, and expense reports for reimbursement. Answer invitations for seminars, reviews, books, papers, etc.; prepare all forms and materials to be submitted by deadline. Must be able to screen visitors, phone calls, and e-mail, responding on behalf of director when needed.
Planning, scheduling, staffing and documenting meetings for the Director, preparing agendas, PowerPoint presentation, reports, and minutes. Participate in meetings between the Director and Administrator concerning development of budgets and departmental reports. Make independent decisions regarding special departmental events and travel. Oversee and coordinate all departmental faculty activities including reviews, recruitment, appointments and promotions. Coordinate all aspects of faculty searches – exercise independent judgment regarding expenditures – advertising; compose correspondence; maintain database for applicant pool; work closely with Director and Chair of the search committee by providing statistics and coordinating review of applicants; plan meetings, planning for candidate visits. Participate and assist in all phases of development and design of the department web site as well as Director’s laboratory website. Develop, maintain, modify and enhance the content and navigation. Write original content and update existing content. Publish content using Dreamweaver software.
Manage permissions and instruct staff on using web site administrative tools for updating content. Verify and correct links. Photograph and modify images and keep image library (also use for keeping current departmental wall photo exhibits). Serve as liaison to internal and external graphic artists, designers, content providers and information technology staff. Responsible for entering content into graduate program websites; compile and contribute content to Hopkins-affiliated links including news and publications for institutional websites. Compliance with Johns Hopkins policy involves knowledge of web development and editing software and programs, scanner, and html. Coordinate annual department Cell Biology Discovery Seminar – make all arrangement, scheduling, and events planning for distinguished speaker. Coordinate travel arrangements, accommodations, and scheduling for Director’s VIP visitors, seminar speakers, postdoctoral candidates, visiting scientists, etc. Manage special departmental events and projects.
Organize and assist committees of the department (Faculty search, Website, Seminars, Journal Clubs, course and instructors, etc.); prepare necessary documents for all committee involvements for the director, inside and outside the Institution. Design and produce reports and documents (statistical and development reports) using PowerPoint, Excel, FileMaker Pro, and various software as necessary. Assist Director with grant preparation, submission, and meeting deadlines. In order to readily provide information for Director’s research grants as well as request from numerous graduate programs for training grants, must keep records current including database for all current and past trainees and their current positions and logistics, Director’s CCCV, publications and reprints. Provide essential assistance with required documentation from the Director in support of sponsored funs applications for other members of the department, past lab members, and colleagues. Prepare supporting documentation for required annual reports.
Create and manage file system and follow up activity on a daily basis. Maintain publication PDF library; maintain archive of laboratory equipment and software, order and maintain office equipment and supplies. Assist Director and lab members with various duties; composition, editing, and submission of manuscripts and reviews; coordinate lab meeting and journal club rotation schedules; keep lab website updated with essential links and information needed by lab members. Maintain G-Mail calendar for departmental events and conference rooms, coordinating multiple conference room scheduling. Flexibility to perform other administrative related duties, if needed.
Minimum Qualifications (Required)
High School Diploma/GED.
Five (5) years progressively responsible administrative experience.
Additional education may substitute for required experience, to the extent permitted by the * JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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 preferred.
Previous work experience in administration at a higher education institution with a strong customer service orientation preferred.
Knowledge of SAP desirable but not required.
Knowledge of JHU policies, procedures, and administrative/financial systems preferred.
Special Knowledge, Skills, and Abilities
Expertise in administrative support in an office setting including calendaring, word processing, data research, travel arrangements, minutes, maintaining filing systems and working with confidential materials.
Experience providing management support including demonstrated writing ability to compose written and electronic communications and purchasing experience, familiarity with hardware and software issues, and demonstrated interpersonal skills to transact with a range of internal and external contracts required.
Classified Title: Sr. Administrative Coordinator Working Title:Sr. Administrative Coordinator Role/Level/Range: ATO 40/E/03/OF Starting Hourly Pay Rate Range: $19.82 - $27.27/ Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30am-5:00pm / 40 hrs per week Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002774-SOM Cell Bio Cell Biology Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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