Sr. Administrative Coordinator

Sr. Administrative Coordinator

The Division of Pulmonary is seeking a Sr. Administrative Coordinator who will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit or program. This position may provide support for fiscal and budget management for the assigned area, and provide project support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders. The responsibilities of this role require significant collaboration and coordination with others.

Specific Duties & Responsibilities

• Plan, support, and organize daily activities of the office, unit or program.
• Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders.
• Manage team and/or assigned leaders' calendars; plan and schedule meetings and coordinate associated logistics.
• Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
• May represent department management in appropriate circumstances within the scope of the position's responsibility and purview.
• Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
• Coordinate purchasing processes; process various department bills and reconcile accounts.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft minutes, monitor and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
• May serve as the liaison or office contact with facilities or other service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
• Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies.
• Develop and produce reports.
• Assist with preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Coordinate preparation, set up and logistics for department/office events/functions.
• May perform some non-routine and confidential administrative functions.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Other duties as assigned.

In addition to the duties described above

• Assisting with the setup of the Annual Fall Symposium, which requires event coordination skills as well as ability to engage with donors in dinners and events outside of work.
• May require handling of petty cash up to $3,000.00.
• May require attendance of Coordinator for annual AAAI symposium, which takes place in a different city across the country. All conference related expenses paid by the Division.

• High school diploma or graduation equivalent.
• Four years of related experience.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
• 4 days on-site required.

• Highly proficient with Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint.
• IRB Experience.

Classified Title: Sr. Administrative Coordinator Role/Level/Range: 40 hours per week Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.) Employee group: Full Time Schedule: Monday to Friday 8:30am - 5pm FLSA Status: Non-Exempt Location: Hybrid/Johns Hopkins Bayview Department name: SOM DOM Bay Clinical Immunology Personnel area: School of Medicine