Administrative Coordinator

The Department of Genetic Medicine is seeking an Administrative Coordinator.  The Administrative Coordinator will provide administrative support to a fast paced evolving and expanding genomics center. This position will perform a wide variety of duties and administrative tasks necessary for smooth operation of the organization.

Specific Duties & Responsibilities

• Serve as primary point of contact for various administrative needs, handle front desk responsibilities.
• Place general use lab supply orders for all JH Genomics units.
• Greet and welcome visitors and appropriately direct or escort.
• Maintain tidy common use areas including reception area, meeting rooms, break rooms and supply areas/closets.
• Answer, forward and triage telephone calls; take and relay messages.
• Maintain records such as phone lists, directory, etc. and distribute as appropriate to staff and building landlord.
• Track, accept and notify employees of incoming deliveries; receive and distribute packages and mail on a daily basis. May require retrieving packages from building Loading Dock
• Manage building access and keys.
• Coordinate, prepare, schedule and track outgoing packages.
• Take inventory of office supplies; place orders and restock supply rooms and other areas.
• Maintain and troubleshoot office equipment; coordinate service calls as needed.
• Interface with facilities and building management for service requests and building matters; manage work orders, housekeeping requests, etc. and follow up on all pending requests.
• Maintain meeting room schedules for Genome Center space and common JHU conference room space; assist in setting up conference call accounts.
• Plan, coordinate and/or support routine and special events, activities, meetings, seminars, presentations and help host visitors; this includes but is not limited to reserving rooms or venues, setting up, tearing down and cleaning rooms, ordering or purchasing and setting up food and supplies, and audiovisual set-up or coordination; schedule meetings for various individuals or groups of staff by finding dates, times and meeting space and communicate appropriately.
• Take minutes/notes at meetings.
• Produce flyers and posters to advertise events, post in various areas, send email announcements.
• Maintain office and desk key inventory and issue to employees as necessary.
• Assist employees with matters related to ID badges and access, parking, keys, furniture, phones, etc.
• Handle requests for business cards by initiating orders, ensuring accuracy by reviewing the proof with employees, and placing orders.
• Create, post and maintain proper signage.
• Ensure working order of common use screens in reception area and meeting rooms; submit service requests as needed.
• Communicate with various University offices such as telecommunications, shared services, facilities, as well as outside vendors.
• Assist in preparation to exhibit at national conferences and other marketing activities.
• Arrange for printing of posters for scientific conferences.
• Use SAP/Analysis to generate monthly and quarterly budget and All Funds reports.
• Use SAP to place, track and reconcile orders; record all orders in Purchasing Log and track allocation of expenses between laboratories units.
• Use SAP to process reimbursements and invoices.
• Proactively manage all assigned duties.
• Maintain organized electronic and paper filing systems.
• File, type, scan, copy, fax, email, distribute and collate documents.
• May perform related and delegated tasks such as errands and cross-training other administrative staff members as requested by supervisor.
• Work closely with administrative staff teammates and serve as backup when appropriate.
• Complete other tasks as needed and assigned.

Special Knowledge, Skills & Abilities

• Excellent, effective and appropriate written and verbal communication skills.
• Strong work ethic and excellent work habits.
• Strong organizational skills with exceptional attention to detail.
• Proven ability to multi-task, prioritize projects, and adhere to deadlines; able to switch priorities when needed.
• Carry out duties with a high degree of independence while functioning as part of a team.
• Must be able to follow duties through to completion and proactively keep supervisor apprised of status.
• Demonstrated ability to exercise independent judgment and critical thinking to resolve issues.
• Ability to interact with people in a way that creates an effective and productive work environment.
• Ability to relate well and work collaboratively with all levels of staff in a professional manner.
• Quick learner