Sr. Administrative Coordinator

The Johns Hopkins University is seeking to hire a Sr. Administrative Coordinator within the department of Molecular Biology & Genetics (MBG), Office of the Director. The Sr. Administrative Coordinator will provide administrative support to the Director, Administrative Manager, and academic faculty of MBG. The position assists with office workflow, scheduling, correspondence, invoicing, and report preparation. The employee must be organized, diplomatic, flexible and possess good communication skills. This position reports to the Administrative Manager in the Director’s office.

Specific Duties & Responsibilities

• Coordinate and arrange Interim Director’s busy calendar, scheduling appointments, and arranging meetings, exercising independent judgment and initiative.
• In conjunction with the Administrative Manager, reviews existing procedures and creates new systems and/or revises existing systems to improve workflow and efficiency.
• Write and prepare correspondence on behalf of the Director.
• Prepare, edit and organize manuscripts for submission to scientific journals and PubMed Central.
• Candidate will perform web-based library searches using various databases such as PubMed.
• Prepare and/or edit reports for both internal and external use. Prepare and/or edit tables, charts, and slides for lectures.
• Provide general administrative support to departmental faculty and their lab members, including two Bloomberg Professors.
• Prepare meeting materials for institutional and national meetings.
• Coordinate foreign and domestic travel arrangements, hotel accommodations and itineraries for faculty, postdoctoral fellows, and students as requested, using World Travel or Concur.
• Provide budget and financial support to include reconciling credit cards, coordinating office purchases and paying bills.
• Submit timely travel and other reimbursements.
• Order laboratory supplies (scientific supplies and equipment).
• Assist department faculty members with SAP ordering.
• Complete and process forms and reports required by various external, or governmental organizations.
• Procure office supplies and teaching materials as needed.
• Complete and submit Material Transfer Agreements (MTA’s) for faculty.
• Serve as point of contact for all departmental members, and external visitors including guest speakers.
• Arrange speaker travel and process reimbursements.
• New Student Orientation – Assist department with new student orientation.
• Answer telephones, prioritize and triage phone messages. Open, sort, prioritize and disseminate mail.
• Complete annual National Science Foundation Survey and internal John Hopkins surveys.
• External Reviews – Assist with coordination of periodic departmental external reviews, when applicable.
• Participate in coordinating Responsible Conduct of Research training for the department.
• Involves working with faculty in charge of case studies as well as central office of Policy Coordination.
• Keep track that all faculty and students take training on the required schedule.
• Participate in coordinating major lectures such as the annual Passano and Nathans lectures.
• Coordinate outside speakers and attendees at lecture and dinner(s). Involves several months of planning and booking speakers one to two years in advance.
• Process transactions in the JHU and Howard Hughes Medical Institution systems.
• Coordinate and run School of Medicine courses offered once per academic year. Interact with course directors, teaching faculty, teaching assistants, and graduate students on a regular basis while courses are in-session.
• Schedule course meetings as needed. Edit course documents. Organize and upload course materials into electronic course platform.
• Keep and disseminate scores and results to students and Registrar’s Office. Maintain electronic record of all course materials.
• Update departmental website, intranet site and social media platforms as needed.
• Provide support and other duties, as assigned.

Special Knowledge, Skills, & Abilities

• On a regular and continuous basis, exercises independent judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and quality of service both within and external to the Department.
• Customer service experience a plus.

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Three years progressively responsible administrative experience including 3 years of relevant administrative support and office experience directly supporting a faculty member, healthcare or business executive.
• Additional education may substitute for r