Administrative Coordinator

We are seeking an Administrative Coordinator who will provide administrative support in a fast-paced work environment primarily based in the Welch Center for Prevention, Epidemiology and Clinical

Research (http://www.jhsph.edu/welchcenter). The primary mission of the Welch Center for Prevention, Epidemiology, and Clinical Research is to generate and disseminate the

knowledge required to prevent disease and its consequences and to promote the health of the public. The Welch Center harnesses the talents of a group of faculty, staff, and students

dedicated to disease prevention, health promotion, and evidence-based health practices.

We are seeking a highly motivated Administrative Coordinator to support leading cardiovascular epidemiology projects, including the Study of Latino (SOL), the Atherosclerosis Risk in Communities Study (ARIC) Study, and Resolve to Save Lives (RTSL). Duties include coordinating and performing administrative activities for several collaborating faculty members, providing confidential secretarial support, arranging conference and travel logistics, assisting with project activities and maintaining a high level of customer service excellence and detail orientation. The Administrative Coordinator will answer office telephone and perform day-to-day administrative activities.

Specific Duties & Responsibilities

• Will provide scheduling - manage daily schedules including calendar management.
• Organize and schedule meetings and conference calls with key faculty and staff.
• Schedule conference rooms and computer/AV equipment.
• Act as liaison to institutions/organizations including coordination of on and off campus meetings and conferences.
• Accurately create, prepare, and disseminate memos, letters, and emails as well as maintaining contact and email lists.
• Maintain and seek to continually enhance appropriate filing systems.
• Locate and compile administrative information (i.e. grant information, IRB submissions).
• Copy materials and send/receive facsimiles as requested.

Purchasing/Financial Transaction Support

• Prepare forms and obtain proper authorization for supplies.
• Prepare travel authorizations, travel reimbursement, and procurement card reconciliations and reallocations.
• Ensure expenses post to correct project/account.
• Maintain accurate and current computerized record database of expenditures, inventory and supplies, monitor supplies and materials.

Travel

• Anticipate faculty needs for travel and conferences.
• Make all travel arrangements, monitor changes, and process reimbursements.

Meeting/Conference Support

• Coordinate meeting logistics for in person meetings the faculty will host/lead in Baltimore by coordinating travel arrangements of meeting participants and hotel, meeting room, and catering logistics.
• Assist with special event coordination.

Document management

• Edit, format, and review conference papers, reports, or other documents as requested in support of ongoing project work using MS Word, MS PowerPoint, and MS Excel.
• Format MS PowerPoint presentations the faculty use for public presentations.
• Coordinate and organize project and/or meeting binders in paper and electronic forms, including duplication and mailings.
• Administrative Coordinator will also coordinate, facilitate, and implement academic services for faculty (e.g., paper submission to the journal).
  

Special Knowledge, Skills, & Abilities

• Excellent time management skills and experience managing multiple projects/tasks with conflicting deadlines.
• Must have well developed organizational skills, advanced communication skills, and excellent problem-solving skills.
• Technical qualifications or specialized certifications: Must have demonstrable experience in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).

• High School Diploma or graduation equivalent.
• Three years related experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

• Bachelor’s Degree preferred.
• Must be comfortable working with deadlines and under pressure.
• Must be comfortable working with a variety of communication styles and manage executive calendars that are busy and change often.
• Excellent attendance history.
• Demonstrated ability to work productively independently and as part of a team.

Classified Title: Administrative Coordinator 
Role/Level/Range: ATO 37.5/