Career Center

The Institute for NanoBioTechnology (INBT) is seeking a Senior Administrative Coordinator to provide complex, high-level administrative and project support to a Bloomberg Distinguished Professor (BDP) in the institute. The incumbent manages important projects and facilitates the accomplishment of the BDP's goals, objectives, and strategic initiatives. This role uses diplomacy and discretion in representing the BDP to a wide range of internal and external constituencies. This position will perform duties of a sensitive and highly detailed, technical nature, exercising administrative judgment and maintaining responsibility for a high quality of service and discretion. The incumbent is expected to maintain a high degree of professionalism and trust on the telephone, in person, on zoom, and via electronic communication, and must be able to prioritize and multitask based on changing needs and deadlines. Inter- and intra-office communication and teamwork skills are critical.

Responsibilities include:

• Primary point of contact for the BDP. Interacts with various offices within the Whiting School of Engineering, the Provost's office, Applied Physics Lab (APL), and others within and outside the University.
• Represents the BDP as appropriate, in communicating with faculty, administrators, staff, and external collaborators and contacts to respond to questions, resolve issues, and gather data as needed.
• Prioritizes, handles, and triages phone calls, messages, and meetings for the BDP.
• Performs duties of a sensitive and confidential nature.
• Primary scheduler and provider of administrative support for the BDP.
• Coordinates and arranges complex calendaring by planning and scheduling meetings, conferences, teleconferences, and travel arrangements for BDP.
• Prepares and distributes materials for key/important meetings, presentations, discussions, etc., including researching and gathering critical information and intelligence on issues, preparing briefings, creating reports and presentations, proposing and developing agendas, conducting necessary follow-ups, and briefing the BDP on the status of activities, critical points, and sensitivities.
• Coordinates logistics for all BDP's meetings such as lab meetings, quarterly collaborative meetings with multiple co-investigators in multiple time zones, faculty and industry visits, and other routine and ad-hoc meetings as requested.
• Manages communications with an understanding of the BDP's positions; prepares drafts of announcements, letters, and memos. Answers questions, promotes an understanding of and adherence to annual deadlines, and disseminates information on behalf of the BDP to improve communication and outreach.
• Anticipates, problem-solves, and exercises independent judgement in the resolution of administrative issues; participates in priority setting with the BDP and other administrative team members, as required.
• Initiates all financial transactions for the BDP (SAP Shopping Cart, Concur, P-card, Travel Card, etc.) and works with the INBT financial team to provide backup for reconciliation of transactions.
• Monitors and tracks selected expenses related to lab activities for the BDP.
• Manages document retention and filing for the BDP (electronic and hard copy).
• Onboards new lab personnel for the BDP, including welcome and coordination of training and related paperwork.
• Develops strong institutional relationships; collaborates and liaises extensively with stakeholders critical to the BDP's strategies, goals, and objectives. Interfaces with key leadership and their offices across the University.
• Attends meetings and work groups on behalf of the BDP as the need arises.
• Interprets, monitors, and analyzes information regarding policies and procedures.
• Recommends and implements operational processes and workflows.
• Provides excellent service to both internal and external customers.
• Triages and manages requests, tasks, and priorities by flagging important action items and timelines for the BDP and ensures project completion.
• Assists with coordinating the planning of events for the BDP's labs and for special events related to the BDP's large research portfolio.
• Other administrative functions and special projects as assigned.

Special Skills and Knowledge:

• Experience in administrative support in an office setting including calendaring, data research, travel arrangements, taking minutes, maintaining filing systems, and working with confidential materials.
• Excellent writing ability: experience in writing and editing professional letters, reports, and documents.
• Excellent computer literacy: Word processing, Excel, Outlook, PowerPoint, Teams, Share Point, One drive, and online research.
• Familiarity and experience with communicating a positive message to collaborators and other key stakeholders.
• Ability to work independently, manage projects, and determine priorities while maintaining a high degree of professionalism and confidentiality.
• Demonstrated organizational skills with proven ability to effectively prioritize workload and be proactive in order to meet deadlines.
• Highly motivated self-starter with the ability to apply strong planning and project management skills to a range of program and administrative work/situations as needed with efficiency.
• Proven ability to multi-task and process data quickly with a high level of accuracy.
• Ability to work effectively with faculty, staff, and students from a variety of diverse backgrounds.
• Ability to work collaboratively as part of a team.
• Proven technical knowledge.

• 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

• Bachelor's Degree and/or equivalent education and training.
• Strong writing and editing skills.

Classified Title: Sr. Administrative Coordinator  
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: Min $39,780-Max $69,615 Annually ($60,000 budgeted commensurate with experience) 
Employee group: Full Time 
Schedule: M-F/8:30-5:00 
Exempt Status: Non-Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​Institute for NanoBioTechnology
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. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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.

Note: Job Postings are updated daily and remain online until filled.

About Johns Hopkins University

Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.

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