We are seeking an Administrative Coordinator who will be responsible for providing administrative support to multiple faculty within the Division of Infectious Diseases. The incumbent will also assist the Infectious Diseases Division with administrative and/or event planning projects. The ideal candidate for this position would possess a high degree of professionalism and confidentiality, be able to work in demanding, fast-paced and collaborative work environment, and as part of a support team committed to excellence and customer service. The individual must be able to identify and resolve administrative problems and be comfortable taking initiative to resolve issues. This position will deal with sensitive and confidential information and the incumbent must exercise discretion.
Specific Duties & Responsibilities
Maintain calendars for assigned faculty and schedules for designated research projects. Ensure conflict-free calendars meetings and appointments.
Perform administrative duties, including correspondence, telephone calls, emails and voicemails.
Provide office services such as faxing, photocopying, printing. Maintain office supplies and equipment.
Work closely with our administration and finance team, to carry out the administrative tasks necessary for smooth operation for the Division.
Process transactions within the SAP system for accounts payable actions, to include reimbursements, monthly expense statements and purchase orders, using the university policies and processes.
Receive and distribute mail and packages that are delivered to the office
Coordinate service requests, i.e. for facilities, maintenance, housekeeping, telecommunications, etc. Follow up on requests to ensure completion.
Support the Administrative Specialist and other team members on a variety of tasks.
Assist in the planning and coordination of division wide events, alongside the administration team.
Assist in the ordering and restocking of office and kitchen supplies.
Maintain electronic files and record keeping systems to include financial transactions and other department related data.
Maintain up-to-date knowledge of all aspects of SAP (budget and finance software) that apply to this office. Receive training as necessary to keep abreast of changes and updating of software, including SAP and other software as necessary.
Perform other related duties as needed.
High School Diploma or graduation equivalent.
Three years related experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Ability to operate a personal computer to access email, electronic calendars, and operate basic office support programs including Microsoft Windows programs.
Excellent communication skills and interpersonal skills.
Ability to work independently and multitask.
Final applicant for this position may be required to complete skills assessments appropriate to position description.
Experience using SAP strongly preferred.
Classified Title: Administrative Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Hourly Rate Range: $17.95-$25.30-$32.60 (Commensurate with experience) Employee group: Full Time Schedule: Monday-Friday, 8:30am-5:00pm Exempt Status: Non-Exempt Location: Hybrid/School of Medicine Campus Department name: SOM DOM Infectious Disease Personnel area: School of Medicine
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.
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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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