Employee provides high-level administrative support to the Department Director and general support to department co-administrators and faculty members in the department. Exercises independent judgment in prioritizing meeting schedules and ensures that proper personnel are invited to meetings. Manages historical budget patterns and forecasts short-term needs. Prepares the preparation of budgets, manages collection and preparation of financial and operations reports. Manages expenses and increases productivity to improve budgetary performance. Analyze operating practices such as record keeping systems, forms control, office layout, personnel requirements, creating new systems or revising established procedures. Provides high–level administrative support for the various committees the Director is involved in.
Responsible for fiscal activities on grants for Director.
Prepares and/or participates in the preparation of the budget for the Director, and recommends the budget for approval.
Coordinates and prepares grant material for the Director to be submitted for new or continued grants including use of the Coeus program.
Reconciles sponsored monthly research budgets for Director’s accounts.
Coordinates and manages internal and external committees/meetings for the Department Director.
Interprets and communicates operating policies.
Maintains the Director’s calendar—scheduling appointments and meeting rooms.
Coordinates travel and accommodation arrangements and process travel reimbursement for the Director.
Manages/trouble-shoots problems where applicable in the Director’s office and labs.
Manage faculty recruitment:
Send letters advertising available positions to various institutions throughout the US.
Receives applications via email, and sort and organize applications for available position.
Coordinate applicant visits including travel arrangements, scheduling of meetings with faculty members, seminar arrangements, and processing travel reimbursements.
Manage yearly departmental seminars series program:
Send letters of invite, acceptance, and requests for information regarding seminar to visiting faculty.
Also send thank you letters on behalf of the Director.
Prepares seminar notices, publicizing of event, and arrange hotel accommodations.
Prepare itinerary for speaker to meet with faculty during their visit and process travel reimbursements and honorariums.
Serve as liaison between Director and lab members.
Contact for lab members in regards to administrative needs, budgetary issues and placement of supply orders. Serve as vendor contact.
Coordinate and manage purchase of lab equipment for Director.
Coordinate visits of potential new lab applicants when interviewing including the scheduling of meetings, lunch and presentation, overnight accommodations, and processing travel expenses.
Taking the lead role in planning and executing all departmental events (holiday party/departmental picnic/Charles E. Dohme Memorial Symposium/miscellaneous events).
Preparing all sections of the Department Director’s grant continuations, sub-awards, etc.
Preparing grants in COEUS for the Department Director.
High School Diploma or GED required.
Five (5) years progressively responsible administrative experience required.
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) 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.
Classified title: Sr. Administrative Coordinator
Working title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $19.82 – $27.27 (commensurate with experience)
Employee group: Full time
Employee Status: Non-Exempt
Schedule: Monday-Friday - 8:30am-5:00pm 40hrs/Wk - Work Remotely Until JHU Reopens For Staff.
Location: Wood Basic Science, Room 302 - 725 N. Wolfe St., Baltimore, MD – East Baltimore
Department name: 10003113-SOM Pharm Pharmacology
Personnel area (School): SOM – 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 email@example.com. 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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