Job description

The Malone Center for Engineering in Healthcare (MCEH) is seeking a Sr. Administrative Coordinator who will provide a variety of support to the center director as well as administrative and event support for the center. The ideal candidate for this position must possess a high degree of professionalism and confidentiality, be able to work in a demanding, fast-paced, and collaborative work environment as part of a support team committed to excellence and customer service. The candidate must be able to identify and resolve administrative problems and issues and be comfortable taking initiative and exercising independent judgment to resolve issues. This position requires the ability to apply a high level of interpersonal skills to effectively execute the various job responsibilities. This position will regularly deal with sensitive and confidential information and must exercise proficiency and discretion.

Specific Duties & Responsibilities

Administrative

Serve as the primary point of contact and provide high-level administrative support to the Director of the Malone Center for Engineering in Healthcare (MCEH) including calendar management, travel arrangements, and submission of reimbursement requests. Understand the priorities and goals of the Malone Center to accurately manage conflict-free electronic calendars for multiple meetings and manage frequent requests. Renew memberships and licenses as needed.
Assist the Director with data for updates to CV, forms for signature, project reports, evaluation letters for students, and other tasks as requested.
Serve as the first point of interaction with faculty department heads, center directors, donors, deans, board members, and the general public.
Schedule meetings, make appropriate arrangements for MCEH related meetings, independently compile and prepare materials, confirm meeting details and assist with communication and other details as needed. Take minutes and disseminate to the appropriate audiences. Follow up on action items as necessary.
Provide a wide range of administrative support to include: document preparation, supply ordering , meeting preparation, travel arrangements and reimbursements, filing, time sheet/attendance tracking, purchases, and general maintenance of space.
Prepare J-1 and H1B visa petitions as needed for appointments.
Serve as the first point of contact for all visitors and correspondents (in person, telephone calls, electronic, etc.) Greet and assist all parties doing business with the center as well as provide assistance to students and faculty.
Manage the primary center telephone line, retrieve and relay messages to appropriate parties.
Receive and distribute mail and packages that are delivered to the office. Manage the distribution and tracking of keys, swipe-card access, and parking passes.
Serve as a general resource for all direct inquiries from a variety of constituents including faculty, students, board members, donors, visitors, prospective faculty, and prospective students, providing information on center and university policies, procedures, and related activities.
Coordinate service requests, i.e., for facilities, maintenance, housekeeping, telecommunications, etc. for faculty, staff, and student offices and labs. Follow up on requests to ensure completion.
Provide office support to faculty, staff, and students including copier/printer issues and mail and package delivery questions.
Assist with onboarding of new faculty, researchers, and staff. Maintain checklist for each new employee ensuring all points are covered during the first day and week of their employment.
Maintain electronic files and record keeping systems related to financial transactions and other department related data.
Prioritize workload to meeting competing deadlines.
Perform other duties and special projects as assigned.

Scheduling/Event Planning

Coordinate all aspects of guest lecturer/other visitors visits including communicating details to invitees, reserving hotel rooms, making lunch and/or dinner reservations, ordering refreshments, coordinating schedule of meetings with faculty, updating the online calendar, website, and advertising seminars to various email lists.
Assist in the scheduling and execution of weekly faculty lunches and monthly faculty meetings. This will include scheduling meeting space, ordering food, set up and clean-up, and set up of video conferencing equipment.
Assist with the coordination and execution of all aspects of various center and faculty related events including the Malone Center annual Symposium, annual faculty retreat, networking events, recruiting and orientation events, student events, faculty conferences and workshops, and faculty candidate visits. This may include, but is not limited to, room scheduling, food ordering, facilities requests for tables and custodial support, set up and clean up. Manage related costs and ensure prompt processing of payments to vendors as needed. Some hours outside the normal work schedule may be necessary for the Malone Center Symposium.

Financial

Using SAP Shopping cart or university pcard, order and maintain standard office supplies for the center.
Assist as needed with the collection and tracking of research assistant paperwork for payroll.
Maintain electronic files and record keeping systems related to financial transactions and other department related data.
Maintain knowledge of University, WSE, and departmental policies and procedures for Purchasing, Accounts Payable, and other administrative areas and ensure purchases and reimbursements are appropriate to the established policies and completed within the required timeframe.
May assist finance team with processing of check requests, reimbursements, and other purchases in times of high volume or being short staffed.

Special Knowledge, Skills, & Abilities

Knowledge of standard office equipment including personal computer, copier, printer, telephone, voicemail.
Strong customer service skills along with demonstrated interpersonal skills to transact with a range of internal and external constituents.

Demonstrated ability to work independently and as part of a team. Excellent organizational skills, analytical and problem-solving ability, and attention to detail. Ability to work for long periods without direction, prioritize own work. Ability to take initiative and work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.

Proficiency in upholding a high level of confidentiality through adherence to established protocols and guidelines.

Exceptional oral, written, and interpersonal communication skills. Proven ability to multi-task and process data quickly with a high level of accuracy.

Ability to interact effectively with faculty, staff, and students from a variety of diverse backgrounds.

Excellent computer literacy, word processing, spreadsheet, database, and presentation software skills (Word, Excel, Access, and PowerPoint). Experience providing management support including demonstrated ability to compose written and electronic communications.

Ability to sit for long periods and work at a computer.

Some lifting or moving of heavy items may occasionally be necessary.
Applicants for this position may be required to complete skills assessments appropriate to position description.

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 preferred.
Five years progressively responsible administrative experience preferably in an academic setting.
Strong customer service orientation.
Knowledge of SAP, JHU policies, procedures, calendar and travel support, and administrative/financial systems preferred.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.40-$28.00-$35.70 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: MTWTF/7.5
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Malone Center for Eng in Healthcare
Personnel area: Whiting School of Engineering

Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:

JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion .

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law

Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu .

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/ .

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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