Sr. Administrative Coordinator

Johns Hopkins University•Baltimore, MD

18d•$21 - $37•Onsite

About The Position

The Department of Pediatrics is seeking a full time Sr. Administrative Coordinator. The successful candidate will provide complex administrative and project support to the Pediatric Stanley Neurovirology division. The SAC will provide a range of administrative support to higher-level administrative staff and assist the Department Leadership with daily administrative operations and ad hoc projects. This position will also play a support role for other departmental leaders and faculty. Responsibilities include scheduling complex appointments and meetings, preparing correspondence, compiling data, answering telephones, special projects, and records maintenance. Maintain and update Research Study database. Maintain equipment and service contracts including computers, office equipment and laboratory equipment. Purchase office supplies, computers and accessories, laboratory equipment and supplies, and will perform duties of a sensitive and confidential nature.

Requirements

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 permitted by the JHU equivalency formula. beyond a high school diploma/graduation equivalent
Excellent typing and accuracy skills
Ability to operate a fax, copier, scanner, desktop computer, laptop computer, personal digital assistant, and a telephone.
Proficiency with personal computers. Demonstrated knowledge of Windows, MS Word, Word Perfect, graphics and presentation software.
Adapts to changes in office technology and software to ensure efficient office practices.
Excellent verbal and written communications skills.
Strong organizational skills.
Independent worker, who is flexible, motivated and able to handle multiple tasks, self-starter.

Nice To Haves

Bachelor's Degree

Responsibilities

Provides administrative support to Department Leadership, to include maintaining schedules, arrange and prepare for meetings, preparation and editing of general correspondence, maintain minutes from meetings as required, prepare and maintain required reports.
Communicates effectively and maintains positive courteous, supportive, and professional working relationships with all levels of contacts; contributes to the customer service-oriented atmosphere within the department to assist other functional areas when needed or requested.
Assumes administrative tasks, special projects, ad hoc reports, budgets, billing, research data and other related activities. A high level of confidentiality and professionalism is required.
Maintain and update research study database. Assign study numbers and print sample labels.
Serves as main contact with staff, and visitors for the Department, answers telephone, screens callers, takes messages or refers questions to the appropriate staff,
Maintain equipment warranty and service contracts including computers, office equipment and laboratory equipment.
Purchase office supplies, computers, laboratory supplies and equipment using SAP and procurement card. Keep log of purchases and procurement card expenses.
Develops and maintains information to generate various reports on departmental safety and strategy projects. Creates tables, charts, graphs, and PowerPoint presentations as needed. Maintains project files; coordinates the receipt and processing of information for project management.
Documents administrative systems through compiling and updating manuals, policies & procedures.
Prepares all reimbursements for Department Leadership and staff.
Coordinates the servicing of office equipment as needed, and maintains and orders office supplies/equipment as necessary.
Assists with planning and execution of meetings and training sessions as directed by the Department Leadership. Attends meetings to record decisions and action points.
Department liaison with facilities, vendors and service providers.
Identifies and resolves administrative problems and issues.
Analyze operating practices, process and procedures to assure efficiency.
Performs other duties as assigned by the Department Leadership.