Senior Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OE
Starting Hourly Pay Rate Range: [[$19.62 - $27.00]]
Employee group: Full Time
Schedule: [[Monday - Friday 8:30a -5:00p]]
Exempt Status: Non-Exempt
Location: 05-MD:School of Public Health
Department name: 10001071-Biostatistics Administration
Personnel area: Johns Hopkins University
The Sr. Administrator Coordinator will perform administrative functions and provide support to the Department of Biostatistics and faculty research programs. Reports to Department Administrator and jointly to Chair and select faculty.
Specific Duties & Responsibilities
- Provide high-level administrative support to Bloomberg Distinguished Professor (BDP).
- Efficiently schedule meetings, manage calendar requests, and coordinate travel and associated reimbursements.
- Support BDP’s research program by serving as a project manager in working with internal/external team members to communicate upcoming deadlines and tasks and coordinating with collaborators to move paperwork forward for data access, IRB application and grant/manuscript writing.
- Assist with reviewing and formatting CV, biosketches, and references/publications.
- Occasionally will coordinate with interview candidates and other visitors.
- Prepare presentations using Power Point, Excel, and update websites.
- Support administrative core activities on large and complex grants under select faculty.
- Facilitates communication and interaction between Centers/subsites, including setting up teleconferences and steering committee/workgroup meetings and providing internet-based resources such as mailing lists, a wiki, file sharing, and/or social media tools to share data and enable discussions.
- Serve as central hub to organize recurring consortium meetings, both face to face and virtual, with up to 75 attendees.
- Assist with budgeting for logistics, expense tracking, and submitting items for payment or reimbursement.
- Provide quarterly reports to sponsor, such as patient enrollment and data usage.
- Participates in project-related meetings, takes notes, follows-up on action items.
- Serve as first point of contact in the main Departmental/Chair’s office and provides general office support, including being primary contact to answer office telephones, and giving information and directions to visitors, meeting attendees, students and faculty.
- Sort incoming and outgoing mail, organize FedEx shipments and deliveries, and distribute packages.
- Must maintain a professional and welcoming demeanor.
- Work collaboratively with members of administrative office team, including serving as back-up, event planning, copying/scanning set-up and maintenance.
- Plan, coordinate, and execute departmental events, such as annual student welcome lunch, holiday party, retreats, and other special events.
- Responsible for scheduling, location, advertisement, hospitality, and tracking expenditures. Interact with vendors, assist with catering orders, room reservations, and AV support.
- Coordinates meetings for select working groups in the Department.
- Assist with reimbursements, check requests, POs/shopping carts, and the purchase of supplies, small equipment, and materials.
- Review and evaluate program needs, while maintaining cost effectiveness. Other duties as assigned.
- High School Diploma/GED.
- 5 years progressively responsible administrative experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Bachelor's degree in related discipline preferred.
Special Knowledge, Skills, and Abilities
- Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and presentation graphics required.
- Strong administrative, organizational, technical and communication skills required.
- Team player with a positive attitude and flexibility.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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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