Administrative Coordinator

Location
Maryland, United States
Salary
$17.25 - $23.72
Posted
05 Oct 2018
End of advertisement period
05 Dec 2018
Ref
12016
Contract Type
Permanent
Hours
Full Time

Classified Title: Administrative Coordinator 
Role/Level/Range: ATO/2/OE
Salary:  $17.25 - $23.72
Status:  Full-Time
Work Schedule/Hours: Monday-Friday/8:30-5p/40 hours
Department:  Medicine
Location: East Baltimore 
Personnel area: School of Medicine

This position provides direct administrative support for the Director of the Center on Aging and Health (COAH), the Program Manager of COAH, and Division of Geriatric Medicine and Gerontology faculty members located at COAH. This position provides back up coverage for the other Administrative Coordinators within the Division of Geriatric Medicine and Gerontology, processes reimbursements, schedules and coordinates meetings and special events, procures supplies and travel arrangements, and other administrative duties as assigned.

This position reports directly to the Director of COAH, the Program Manager of COAH, and the Administrative Supervisor in the Division of Geriatric Medicine and Gerontology.

Specific duties & responsibilities:

Administrative Support:

  • Provide daily calendar management for COAH Director, Program Manager, and other Division faculty members at COAH.
  • Responsible for managing and maintaining calendar in scheduling one-on-one, group meetings, conference calls, training, etc. Schedule with multiple attendees monthly and bi-monthly meetings, workgroups, etc.
  • SAP process of online payments of invoices, reimbursement for out-of-pocket expenses, travel, licenses, subscription renewals, dues, purchase orders, etc. for COAH and the Division.
  • Help maintain laptop, LCD projector, office supplies, purchase orders, copier and fax machines. Work with vendors on computer equipment, office furniture, office supplies, transcription machines, etc.
  • Answer main phone line at COAH and direct callers to appropriate resources.
  • Serves as the primary point of contact for the center by phone and in person, and is expected to be present at their workstation during standard business hours.

Special Events Coordination:

  • Coordinate special events including receptions, farewells, dinners, and lectures for lecturers, faculty, guests and staff.  Assist in securing rooms, coordinate with caterers, printing services, other vendors and various Johns Hopkins personnel to ensure all details and requirements are met for a successful event.
  • Serve as a liaison with external offices such as JHM Marketing and Communications, School of Public Health, the Office of the Vice Dean, etc., to promote special events.
  • Coordinate agenda and travel for outside speakers and guests as assigned.

Research Program Support:

  • Handle matters that are confidential.
  • Create power point presentations and handouts for various seminars, invited talks, meetings, and conferences for multiple faculty.
  • Maintains databases as assigned and performs basic data entry for assigned projects.
  • Assist in manuscript preparation by locating and compiling necessary information and formatting reports, graphs, tables, records and other sources of information per journal instructions to be used in manuscripts.
  • Coordinates travel (both domestic and international) including air, train, hotel accommodations, special meal requirements, etc.  Maintain individual trip folders for each faculty.

Director/Faculty Support:

  • Responsible for effective and efficient management of center directors’ activities and maintaining/updating a complex calendar based on a thorough understanding of priorities, and internal and external relationships.  Below is a list of required major duties and responsibilities performed on a regular and continuous basis.
  • Coordinate quarterly meetings, schedule conference room, collect agenda items, and distribute agenda prior to each meeting.
  • Schedule and coordinate speakers for the Center on Aging and Health Scientific Seminar, and order lunch for these meetings.
  • Provide coordination and assist in development of agenda for the Roybal Center for Translational Research Leadership meetings. Process necessary reimbursements as they relate to the Roybal Center for Translational Research. Assist in the tracking of Roybal related publications as they arise. 
  • Electronically submit letters, articles, manuscripts with multiple references, book chapters which including merging of information with tables and graphs, coordination of information from off-site authors, conflict of interest statements, and copyright agreements for all submissions.
  • Schedule presenters for Center for Aging and Health meetings. Keep a spreadsheet of presenters, type agenda and e-mail to all members along with the weekly journal article. Schedule the conference room, set up LCD and laptop, and keep electronic copies of agenda, journal articles and all presentations for each meeting.
  • Coordinate monthly meetings prior to the submission of grants with numerous contributors for preparation of said grant.
  • Assist in preparation of grant.
  • Assist in the preparation of the renewal for ongoing grants
  • Work with AGS, AFAR, GSA, and other organizations that Dr. Roth is involved with.

Web Maintenance:

  • Works directly with the Director of COAH and the Program Manager to update the COAH website regularly.
  • Aggregates updates, new publications, PI information, and photos to be uploaded to the web platform.
  • Considers and explores new ways to convert COAH activities and research into web content to market to external entities and the public.

Space Preparation:

  • Assist all faculty, fellows, and staff as assigned with space set-up requests such as service requests for computers, service requests for phone lines, requests for meetings and office moves located at COAH.
  • Provide support to new employees including students and visiting faculty for building access, parking, network set-up, and other onboarding logistics.

Information Systems:

  • Uses various software applications, such as Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft, Power point, SAP, and JH Ping. Capable of entering data into various data systems as assigned.

Customer Service & Teamwork

  • This position requires the ability to multi-task, prioritize, organize, and work closely with all departments and divisions.
  • Work collaboratively with both Divisional and other JHU administrative personnel.
  • Works within a team of administrative coordinators to provide faculty cross-coverage during vacations, time off, or position vacancies.
  • Must have strong interpersonal communication skills as well as organizational skills. Prioritization of administrative tasks and tracking is a requirement.

Communication:

  • Good oral, written, and organizational skills.

Qualifications:

 High School Diploma/GED and three years of related experience required. Additional education may be substituted for years of work experience.

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 jhurecruitment@jhu.edu. 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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