The Administrative Coordinator provides administrative support to the Administrative Director, MD/PHD & XDBio[BG1] and the operations of the MD/PHD and the XDBio programs. The two degree-granting programs engage faculty, staff, and students throughout the Johns Hopkins University School of Medicine (JHUSOM), and the Administrative Coordinator interacts with and supports all stakeholders.
The Administrative Coordinator reports to the Administrative Director, MD/PHD & XDBio and works closely with faculty, staff, and students throughout JHUMSOM.
Specific Duties & Responsibilities
Receive and welcome all visitors to the MDPHD/XDBio office – including faculty, staff, and students
Triage incoming communications (calls, emails, letters) to include responding to questions and/or referring/transferring to appropriate staff or offices
Maintain office and kitchen inventory, to include tracking and purchasing inventory
Maintain office equipment, to include arranging for repair and maintenance of equipment
Process accounting transactions, to include online check requests, reimbursement for students and faculty, managing petty cash, etc.
Develop and maintain MDPHD and XDBio contact lists and listservs (to include students, faculty, and department contacts)
Assist each program’s admissions director/staff with processing applications (develop agendas, set up meetings, prepare and distribute application packets, record decisions, keep minutes, etc.)
Develop and maintain student databases, including prospective student databases
Assist in the preparation of NIH MSTP Training Grant, including but not limited to gathering data, generating narratives and tables, editing content, and formatting documents
Assist in developing annual reports for NIH and other stakeholder, including but not limited to gathering data, generating narratives and tables, editing content, and formatting documents
Support all program events (such as program retreats, interview events, Herlong Rounds, journal clubs, welcome reception for new students, program faculty meetings, admitted student activities, Second Look, etc.) to include issuing invitations, managing RSVPs, creating attendance lists, securing space, coordinating transportation, scheduling AV, ordering food, distributing materials, managing videoconferencing, etc.
Assist with developing marketing materials (flyers, social media posts, etc.)
Distribute marketing materials as appropriate
Create and maintain budget tracking and filing systems for General Funds, F30 fellowships and philanthropic accounts, to include monthly budget to actual analysis and accurate allocation of costs among accounts. Research discrepancies and, with the Administrative Director, develop solutions.
Run and disseminate monthly and quarterly budget reports for Administrative Director
Prepare periodic reports identifying trends in revenue and expenses
Process payroll for all students of MSTP and XDBio programs, to include initial support and changes during the year
Track expiring payroll funding sources and secure updated sources from departmental contacts to ensure no break in pay
Process expense reimbursements for students, Office staff, and program faculty/staff
Run and review payroll reports; identify and research discrepancies; with Administrative Director, correct discrepancies; identify process improvements to avoid future discrepancies
Minimum Qualifications (Required)
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: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits 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.
Associates or Bachelor’s Degree preferred.
Experience with SAP preferred.
Special Knowledge, Skills, and Abilities
The ideal candidate will have a combination of the following:
Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Adobe, and Outlook).
Ability to work independently and as part of a team
Demonstrated ability to maintain high degree of professionalism
Strong organizational skills and attention to detail.
Excellent interpersonal skills
Excellent written and oral communication skills
Experience managing videoconferencing (for example, scheduling Zoom or Team meetings, setting up break out rooms, etc.)
Demonstrated ability to work positively and collaboratively with a wide range of individuals, including students, senior executives, faculty, staff, vendors, etc.
Demonstrated ability to work with confidential material and maintain confidentiality
Demonstrated ability to work with databases and software; computer savvy.
Classified Title: Administrative Coordinator Working Title: Administrative Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Hourly Pay Rate Range: $17.42 - $23.95 /Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30am-5pm / Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10003457-SOM Admin Grad Aff Med Scientist Trng Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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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