Provide administrative support and perform general office management duties necessary in the efficient operation of the Johns Hopkins International Injury Unit (JH-IIRU) in Health Systems Program (HSP). Responsibilities require significant collaboration and coordination with others.
Perform the duties and responsibilities of an Administrative Secretary. (Answer telephone, screen callers, relay messages, greet visitors.)
Scheduling and calendaring responsibilities tend to be complicated and highly involved.
Draft letters of recommendation and faculty appointment letters.
Assist in Faculty affairs-promotions/evaluations.
Assist in Student Affairs including reference letters/issues/needs.
Assist with schedule of meetings, make appropriate arrangements for meetings, prepare agendas and distribute materials.
Take minutes and provide follow-up information regarding HS related meetings and committee actions/decisions.
Compose response letters, e-mail notes and other short documents for review, approval and/or signature.
Create and manage hard copy and electronic filing systems for all key correspondence, reports and documents.
Make national and international travel arrangement for Director and guests including transportation, lodging, visas and registrations.
Submit requests for reimbursement and keep records of payments.
Produce quality printed and projection materials for public presentation, lectures, manuscripts and reports including figures, graphs, charts, technical documents and tables, as needed.
Search medical library, on-line and bibliographic and reference sources, and collate, reproduce and distribute key documents.
Assist with grant preparation to include proof read and edit documents, prepare letters of support, keep up to date bio-sketch, write budget justifications, ensure large grant proposals are appropriately collated and sent to funding organization.
Organize receptions for VIP visitors.
Organize large scientific meeting events (of over 100 individuals) prepare agenda, negotiate hotel rates, negotiate for meals, organize audio visual equipment.
Draft memos to faculty and students on behalf of the Director.
Assist with the preparation of presentations.
May monitor budget expenses and perform budget reconciliation.
Develops and recommends changes to administrative processes/procedures.
Be familiar with Social media.
Liaise with the Chair’s/Dean’s office and Bioethics Department.
High School Diploma required.
Three (3) years related experience required.
Additional education may substitute for some experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) may substitute for one year of experience. 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.
Special Knowledge, Skills, and Abilities:
Strong written and oral communications and professional attitude.
Able to coordinate making international conference calls, setting up laptop computer for presentations, electronic calendar, planning events.
Mid-level computer and information technology expertise.
Proficient in MS Word, PowerPoint, Access and electronic calendars.
Strong interpersonal, intercultural organizational and planning skills.
Ability to manage multiple projects and prioritize workflow.
Internal contacts include: Department Chairs office, faculty, Dean’s Office.
All administrative within the School and Campuses.
Outside contacts include: International communications with funding organizations and Universities, Sponsors, Government organizations, private organizations.
Requires independence with the majority of workload.
Accountable, reliable, motivate and flexible.
Strong written and oral communications and professional attitude.
Technology savvy, able to assist with technological needs.
Classified title: Administrative Coordinator
Working title: Administrative Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $17.42 - $23.94 (commensurate with experience)
Employee group: Full time
Employee Status: Non-Exempt
Schedule: Monday-Friday - 8:30am-5:00pm 40hrs/Wk
Location: 615 N Wolfe St, E 8004 Baltimore, MD – East Baltimore
Department name: 10001141-Health Systems
Personnel area (School): BSPH – Bloomberg School of Public Health
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at email@example.com. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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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