Administrative Coordinator

Location
Maryland, United States
Posted
20 Apr 2019
End of advertisement period
20 Jun 2019
Ref
15315
Contract Type
Permanent
Hours
Full Time

General summary/purpose:

The position will be as a senior administrator to the Dana Center for Preventive Ophthalmology, and will be expected to provide administrative support to seven faculty members of the Dana Center. Responsibilities include data entry, records control, correspondence, appointments, grant preparation and submission, manuscript preparation and submission, and purchasing, ordering and reimbursements. The person will also coordinate the Dana Center seminar series, which includes travel arrangements and seminar notifications.  

Specific Duties/Responsibilities:

  • Provides office services for the Dana Center faculty, such as purchasing, records control, travel and travel reimbursement, maintenance of calendars and phones.
  • Some project budgeting will also be required
  • Coordinates collection of operations reports, prepares material for Data and Safety Monitoring committee meetings for projects
  • Formats reports, graphs, Tables, records and other sources of information for reports and manuscripts. 
  • Directs special event planning for the Director, including speakers for the seminar series, and manages expense reports and reimbursement as well as series notifications and speaker trip activity
  • Implements and oversees office services for the Dana Center, such as the maintenance of the copier and Dana Center kitchen.
  • Operates personal computer to access e mail, electronic calendars, web pages.
  • Access data bases, Excel data bases, various reference manager programs, and other office support software
  • Controls and uploads material for the Dana Center web page
  • Assists in manuscript preparation and formatting and submission, acquiring PMC numbers, familiarity with PubMEd and other search engines, and reference manager functions. 
  • Must interpret data and figures from written material for faculty access.  
  • Answers telephones for the Dana Center, screen callers, relays messages and greets visitors to the Dana Center.  
  • Other duties as assigned

Minimum qualifications:

  • High School Diploma/GED.
  • Three (3) years related experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

JHU Equivalency Formula:  30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.  Additional related experience may substitute for required education on the same basis.  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.

Preferred qualifications:

  • Bachelor’s degree.
  • Experience within the Department of Ophthalmology.

Special knowledge, skills, and abilities:

  • Knows the Departmental goals, policies, procedures and standards, as well as the Dana Center goals and policies.
  • The job requires support for 7 Dana Center faculty, so the position requires multi-tasking and sensitivity to the needs of multiple Principal Investigators.
  • The position requires interaction with other faculty and staff within the department.
  • On a regular basis, this position requires independent decision-making and judgement on carrying out job responsibilities, interaction with other staff and faculty at Wilmer to carry out administrative activities, task priorities, and assumes responsibility for decisions and consequences that impact on the Dana Center.
  • Interpretation of material from published sources for faculty decisions is important.
  • The job requires excellent communication skills, both oral and written, as the position requires interaction with senior faculty and staff within and outside the University.
  • Tact and professionalism will be key attributes.
  • Attention to detail in communication is important.  

Supervisory responsibility:

  • None at present, but as the Center grows, may take on supervisory activities for other administrative assistants. 

Role/Level/Range: ATO 40/E/02/OE 
Starting Salary Range: $17.25 - $23.72 (commensurate with experience)
Employee group: Full Time 
Schedule: Mon-Fri 8:30-5 
Exempt Status: Non-Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10003495-SOM Oph Dana Center 
Personnel area: School of Medicine

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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