Department: Clinical Immunology Work Schedule/Hours: Monday-Friday 8:30a.m.-5:00p.m. 40 hrs Occasional weekend and evening hours may be required.
Coordinates administrative activities for Division Director, Clinical Director, Division Manager; interprets operating policies; exercises independent judgement in the resolution of administrative problems.
Duties and Responsibilities:
Administrative support for Division Director: oMaintains schedule for Director including internal and external meetings, conferences, teaching activities and trips. oCreates agendas and takes minutes when needed oCoordinates faculty appointments, promotions and reappointments oMaintains divisional faculty contracts oCoordinators annual faculty reviews oCompletes H1B1 applications for faculty and staff oMaintains alumni database of both currently employed faculty and previous faculty, maintains phone and room number lists that are up to date. oSubmit on the SAP system for the Travel Assistant, Shopping Cart, and On-Line Payment as requested oCreate Power Point slides as requested oPrepare and update teaching materials (lecture notes, audiovisual aids) oOrganize and track expenditures related to lab operations, grants, educational activities and travel oOperates personal computer to access e-mail, electronic calendars, and other basic office support software, including but not exclusive: PowerPoint and Excel. oAssist with preparation of scientific manuscripts, grants, and scientific reviews oAssist with preparation of IRB submissions, renewals and approval, IND (Investigational New Drug) submissions/renewals, photocopying, routing, etc.) oAssists with special events including divisional picnics and holiday parties oMaintains conference room calendars
Administrative support for Clinical Director: oMaintain Clinic Director's calendar oSchedule, create and send agenda, attend, take, and send minutes of clinical faculty meeting oHandle credentialing for all clinical appointments oArrange and manage training for clinical faculty oOrder lab coats for clinical faculty oHandle all allergy electives oHandle administrative functions for the director including scheduling meetings, managing lists, handling correspondence and other duties as assigned.
Administrative support for Division Manager: oSchedule meetings and maintain calendar oAssists with correspondence, lists, etc. oOther duties as assigned
High School Diploma/GED. Three years related experience. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Successful candidates will be high energy and outgoing, with the proven capacity to work quickly and accurately, both independently and with a small team of dedicated professionals. The position requires strong written and interpersonal communication skills, tact, and sensitivity. The Administrative Coordinator should have experience with social media platforms in a professional setting and be familiar with web content management.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.
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