Administrative Coordinator

The Johns Hopkins University seeks an Administrative Coordinator to provide support for sponsored and non-sponsored accounts. The Administrative Coordinator will reconcile all backup documentation to monthly revenue and expense statements; monitor all accounts to ensure that expenses are not in excess of budgets, resolve any problems, and prepare expenditure transfers. They will manage the yearly seminar series program, organize departmental events, and provide support to Department Managers, Faculty, and Students.

Specific Duties & Responsibilities

• Reconciles sponsored monthly research budgets for Department Faculty accounts.
• Monitor and clean up outstanding expense encumbrances.
• Create shopping carts, process payments in SAP system including vendor payments, travel reimbursements and other payment requests including independent contractor submissions.
• Bill users of the Department’s pay-for-service account.
• Order supplies and food for departmental events.
• Maintain electronic expenditure files.
• Work with faculty and laboratory staff to ensure that all paperwork is handled and accounted for expeditiously and thoroughly.
• Maintain and update schedules for departmental conference rooms.
• Manage the Directors calendar and meeting arrangements.
• Provide assistance to department managers during busy times.
• Manage yearly departmental seminars series program:
• In response to faculty requests send letters of invitation, acceptance, and requests for information regarding seminar to visiting faculty.
• 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.

Internal and external contacts

• Communicates with various internal and external contacts at all levels including faculty, departmental leadership, and central administrative offices.

• High School Diploma or equivalency.
• Three (3) years of related administrative and/or budget experience.
• Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.
• Excellent interpersonal skills.
• Good organizational skills.
• Proficiency with Microsoft Office, SAP.

• Strong oral and written communication skills required.
• Ability to work on several tasks simultaneously to meet various concurrent deadlines.
• High-level of accuracy and attention to detail.

Classified Title: Administrative Coordinator 
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY ($50,689.60 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: 40 
Exempt Status: Non-Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM Pharm Pharmacology 
Personnel area: School of Medicine