Senior Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $19.62 - $27.00 per hour
Employee group: Full Time
Schedule: M-F; 37.5
Exempt Status: Non-Exempt
Location: 04-MD:School of Medicine Campus
Department name: 10003926-Berman Inst of Bioethics-Admin
Personnel area: Academic and Business Centers
The Senior Administrative Coordinator will provide high-level administrative support to the Director of the Berman Institute of Bioethics. S/he will manage the organizational functions of the Director’s office; interact on behalf of the Director to a wide range of principals and their support staff both internal and external to Johns Hopkins; exercise independent judgment and utmost discretion; and must be committed to responsiveness, service, and excellence in completion of duties.
- Be the first point of contact for the Institute’s Director and the Director’s Office to internal and external communities including University leadership, board members, trustees, donors, faculty, staff, students, volunteers, visitors, and the media, through courteous, positive, and professional interactions.
- Create a welcoming environment in the Director’s Office for guests.
- Responsible for answering questions, distributing information, and addressing issues as they arise.
- Efficiently manage a conflict-free calendar for the Director, coordinating the scheduling of all appointments and organizing meetings with a variety of constituencies, often requiring complex organization and negotiation.
- Exercise a high level of independent judgment in prioritizing requests, resolving competing scheduling requests and conflicts that arise, and prioritizing needs of the Director and those requesting or requiring meetings, decision making, or phone conversations.
- Arrange domestic and international travel in accordance with the Director’s preferences.
- Manage airline/train reservations, hotel accommodations, and local transportation as well as provide detailed itineraries, and handle submission for reimbursement as well as track payments and honoraria.
- Prepare the Director for a full range of interactions with internal and external constituencies.
- Attend meetings as directed to take and distribute minutes.
- Conduct thorough research and gather background information including preparation of agendas and support materials for meetings as needed.
- Prepare and edit meeting agendas, notes, and presentations as required.
- Provide administrative support for grant applications.
- Light proofreading and editing.
- Manage all correspondence preparation and dissemination for the Director and Director’s Office.
- Work on materials utilizing Word, Excel, Power Point, Access, Adobe Professional, and other software; strong skills with these programs required.
- Track and manage workflow on administrative matters for the Director’s Office as well as for new and ongoing projects of the Director.
- Coordinate faculty and other meetings, including scheduling, invitations, reminders, meeting logistics (A/V, catering, venue, conference lines, etc.), agenda material preparation and follow-up activities.
- Manage file systems and records retention as well as develop and maintain databases for critical records.
- Other duties as required.
- High school diploma/GED required.
- Bachelor’s Degree preferred.
- Five years progressively responsible administrative experience required with three years of relevant experience in support of senior executive preferred.
- Additional education may substitute for experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula:
30 undergraduate degree credits or 18 graduate degree credits may substitute for one year of experience.
Special Knowledge, Skills, and Abilities:
- Apply analytical and critical thinking skills to issues resulting in professional and mature solutions.
- Self-starter able to work well under pressure and meet deadlines, working carefully and accurately at all times.
- Strong working knowledge of office administrative practices and policies.
- Skilled in organization with demonstrated attention to detail.
- Able to work independently.
- Effective communicator in both oral and written formats.
- Demonstrated ability to tactfully address and resolve difficult and multi-faceted problems.
- Proficient at building professional relationships across the university and public sectors.
- Able to be flexible when responding to unanticipated needs and changes in priorities.
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 firstname.lastname@example.org. 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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