The Johns Hopkins University Department of Physiology is seeking to hire an Administrative Coordinator who will manage multiple priorities and deadlines while providing a high level of service to the faculty and leadership within the department.

Specific Duties & Responsibilities

• Manage weekly seminar series to include arranging dates, communicating with speakers, scheduling rooms, reserving A/V, arranging travel/lodging, catering, advertising, coordinating meeting schedule, ensuring day of activities run smoothly, submit honorarium and travel expense reimbursements, etc.

• Assist faculty with scheduling large meetings.

• Draft/edit/circulate related meeting and special event materials, gather background data in preparation for meetings.

• Manage scheduling, communications, and engagements with various faculty internal and external to the institution.

• Independently identify and resolve scheduling conflicts and prioritize meeting requests.

• In advance of all meetings, confirm logistics and ensure all parties have the proper materials disseminated for both in-person and virtual events.

• Enter shopping carts, invoices, electronic payment requests, FedEx, and travel reimbursements in a timely and accurate manner. Ensure completeness and accuracy of documentation according to university policies.

• Submit large equipment purchase requests for the department; ensuring all SOM and university policies are followed.

• In coordination with the administrative manager, ensure that assets costing $5,000 or more are reported, tagged, and tracked.

• Report all changes in asset status to JHU Fixed Assets including disposition of asset in a timely fashion.

• Ensure that all service contracts are reviewed and approved by the appropriate JHU authority. Create and maintain electronic database to track various contracts.

• Serve as a backup to the Sr. Academic Program Coordinator

• Manages time-sensitive projects, determines priorities, and maintains a high degree of professionalism and confidentiality with highly sensitive information/materials, comfortably taking initiative and exercising independent judgment to resolve difficult and/or changeable situations or issues with tact and good judgment.

• Responsible for managing an assigned P-card to include reconciliation, and purchases. May also be a delegate for reconciliation for faculty assigned a P-card.

• General administrative duties to include, but not limited to scanning, copying, sorting mail, triaging phone calls, and greeting and assisting visitors.

• Other duties as assigned.

• Grants Reconciliation (Sponsored accounts).

• Order lab supplies.

• Cost transfer.

Special Knowledge, Skills & Abilities

• Advanced knowledge using office software applications including Microsoft Excel, Microsoft Word, Microsoft PowerPoint, and Microsoft Outlook.

• Experience working within large, complex organizations and supporting events and meetings.

• Strong communication and interpersonal skills including the generation of meeting summaries and action steps.

• Capacity to work independently and in a fast-paced environment; must have excellent organization skills.

• Attention to detail and ability to research and follow up on actions.

• Excellent customer service skills to interact effectively with faculty, staff, students, and external customers.

• Ability to manage projects and determine priorities while maintaining a high degree of professionalism and confidentiality.

Minimum Qualifications

• High School Diploma or graduation equivalent

• Five years progressively responsible administrative experience

• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Bachelor’s Degree.

• SAP experience.

Classified Title: Administrative Coordinator

Job Posting Title (Working Title): Administrative Coordinator

Role/Level/Range: ATO 37.5/02/OE

Starting Salary Range: $18.00 - $33.50 HRLY ($60,000 targeted; commensurate with experience)

Employee group: Full Time

Schedule: M-F; 8:30am-5:00pm

Exempt Status: Non-Exempt

Location: School of Medicine Campus

Department name: SOM Phys General Administration

Personnel area: School of Medicine

Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.