We are seeking a Sr. Admin Coordinator who will be responsible for the oversight of operations and administrative functions of the Armstrong Institute Center for Healthcare Human Factors. Works independently to ensure day-to-day operational effectiveness of the Center. Exercises discretion and judgment to identify administrative problems, determine causes, and implement solutions. Responsible for maintaining and coordinating the workflow and efficiency of Center for Healthcare Human Factors. Coordinates and directs office resources toward timely completion of special projects within budget. Develops plans and implements procedures to reach operational goals. Acts as a liaison with contacts throughout Johns Hopkins Medicine, external organizations, and international contacts. Manage and assist with strategic administrative projects and events related to the expanding needs of the Center for Healthcare Human Factors. Effectively communicate with all levels of professionals. Serve as project coordinator for multiple projects, ensuring that project is kept on track for timely completion.
Specific Duties & Responsibilities
Provides administrative support to the Director, Program Manager, and other Center staff.
Assisting with the day-to-day operations of the Center.
Coordinating and attending meetings.
Preparing meeting minutes and distribution.
Serving as an information resource to assist the Director in daily decisions.
Preparing administrative reports and course materials.
Reviewing and following up on monthly budget reports.
Proofreading and editing letters.
Preparing and presenting slide presentations.
Processing incoming and outgoing mail..
Submit and oversee expense submissions against budget; Manage and track expenditures and reimbursements.
Coordinate purchase of supplies and technical equipment.
Submit reimbursement requests for all staff in the Center.
Identifies and resolves administrative problems and issues. Develops and recommends administrative processes/procedures to assure efficiency.
Interprets and communicates operating policies.
Organize committee meetings. Work with the Director to initiate agendas, prepare minutes and submit in a timely manner.
Work closely with AI Human Resources Manager to assess Center staffing needs and develop job descriptions and requisitions based on those needs. Assist with on-boarding for Center employees.
Organize all aspects of travel arrangement and accommodations for special speakers and guests. Schedule, prepare, and distribute itineraries. Prepare honoraria, expense reports, and reimbursement requests.
Manage special projects and plan events; organize and arrange special Center projects, meetings, and conferences. Monitors and follows up on action items. Plan all components of large social functions, e.g., luncheons, dinners, and banquets.
Assist the Director with preparation of lectures and other teaching functions.
Other duties as assigned.
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.
Demonstrated ability to act independently.
Demonstrated ability to maintain confidentiality.
Excellent organizational, interpersonal, and communication skills.
Ability to work under pressure.
Basic accounting skills.
Microsoft Office, Adobe Pro.
Familiarity with SAP.
Classified Title: Sr. Administrative Coordinator Working Title: Sr. Admin Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Hourly Pay Rate Range: $20.40-$28.00 HRLY (Commensurate with experience) Employee group: Full Time Schedule: M - F 8:30 - 5:00 PM Exempt Status: Non-Exempt Location: Hybrid/JH Downtown Center Department name: SOM Admin Armstrong Institute Personnel area: School of Medicine
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: 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.
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