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We are seeking an Administrative Coordinator who will provide administrative and grant development support to the Center for Infectious Diseases in India (CIDI), its co-directors, faculty, and staff. This person will work closely with the Managing Director to effectively and efficiently manage the administrative activities of the Center. This individual will be a vital member of a fast-paced multidisciplinary center of professionals.
Specific Duties & Responsibilities
Administrative
Schedule meetings and take minutes, as needed.
Prepare correspondence and distribute meeting minutes.
Make travel arrangements for center members (meeting registration, transportation, accommodation).
Process and track reimbursements in accordance with divisional procedures.
Process and track invoices in accordance with divisional procedures.
Order supplies and monitor inventory; ensure office equipment is maintained.
Submit information technology and maintenance service requests.
Support technology requests, including computer hardware and software orders for center faculty and staff.
Maintain calendars and schedule meetings and events.
Order and manage the distribution of gift cards for study-related patient incentive payments.
Manage petty cash funds for the center, including maintaining documentation and monthly reconciliation.
Manage the procurement card for the center, including procurement of supplies and subscriptions, maintaining documentation of purchases, monthly reconciliation, and audit support.
Manage the business travel card for the center, including travel bookings for center faculty and staff, maintaining documentation of travel bookings, monthly reconciliation, and audit support.
Manage patient mailings and distribution of study materials.
Use project management software to work on shared task lists, house incoming administrative requests, and document administrative processes.
Assist in planning and coordinating special events and social functions, including coordinating space, teleconferencing, room and A/V setup, event communication, and catering needs.
Grant Support
Assist with compiling and formatting supporting documentation for grant applications, including but not limited to biosketches, facilities, resources, letters of support, etc.
Assist faculty with manuscript submissions by reformatting documents and figures, ensuring alignment with guidelines, and uploading for submission.
Serve as a resource in all administrative aspects.
Conduct final copy-edit and formatting for project narratives, tables, and figures.
Determine priorities and maintain a high degree of professionalism and confidentiality.
Take initiative and exercise judgment to resolve issues while providing assistance to the faculty.
Performs other duties as assigned.
This description is a general statement of required major duties and responsibilities performed on a regular and consistent basis by the incumbent. It should not be held to exclude other duties not mentioned that are similar in nature and level of difficulty
Additional Knowledge, Skills, and Abilities
Detail-oriented.
Ability to multi-task, meet deadlines, and provide support to a wide variety of people and positions.
Excellent oral and written skills.
Ability to organize information.
Ability to handle sensitive information with absolute confidentiality.
Ability to make decisions independently or to escalate issues as needed.
Ability to interpret operating policies.
Minimum Qualifications
High School Diploma/GED.
Minimum of 3 years related experience, preferably in a healthcare and/or education setting.
Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.00 - $33.50 HRLY ($55,000 targeteed; 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 ID CCGHE
Personnel area: School of Medicine
Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.