Description

The Johns Hopkins University is seeking a Sr. Administrative Coordinator and will provide complex administrative support (including developing, implementing, and maintaining appropriate office protocol and organization, competently executing or organizing day-to-day administrative tasks; and drafting, editing, and typing various types of correspondence and reports) for the International Arts + Mind Lab Director in the Department of Neuroscience. This position will represent the Senior Leadership Team as appropriate in communicating professionally with faculty, administrators, staff and external contacts to respond to questions. They will resolve administrative problems and issues, and gather data as needed; interpret operating policies of the University; and exercise independent judgment in the resolution of

administrative problems. The incumbent will make innovative recommendations to improve efficiency and oversee day-to-day administrative and programmatic elements of projects across multiple institutional research initiatives.

Specific Duties & Responsibilities

• Responsible for independently managing a conflict-free calendar of meetings and appointments for the Directors; organize high-level meetings with constituencies as required; anticipate schedule conflicts and take initiative to resolve them in a timely manner.
• Coordinate major activities, social events, fundraising opportunities and seminars including developing program agendas and materials, coordinate scheduling, preparation, set up and logistics for these events/functions.
• Coordinate visits from donors, and high-level delegations.
• Conduct site visits to evaluate different venues.
• Sets up and prepares for internal meetings, preparation and distribution of materials and agendas.
• Maintains files and prepares materials for the Director's external meetings including travel documents, itineraries, readings, speaker summaries, and slide presentation handouts.
• Prepares and edits: general correspondence, promotion letters, award letters, and letters of support.
• Triage complaints and requests directed to the Directors and handle them accordingly.
• Directs these requests to the appropriate resources.
• Enters reimbursements, check processing, order supplies and other items, answers telephones, screens callers, takes messages or refers questions to the appropriate staff, sorts incoming mail, and highlights priority items, updates staff lists, group email lists, and sets up mailboxes for new staff.
• Assist in grants management and submission.
• When needed, order meals for meetings, make travel and accommodation arrangements.
• Pick up and deliver materials as required.
• Maintain electronic and hardcopy records and stores them appropriately, so they are accessible to the Director and other staff as appropriate routine photocopying, filing and faxing; operate office equipment such as photocopier, fax machine, and calculator.
• Coordinate the servicing of equipment; operate personal computer to access e-mail, electronic calendars and other basic office support software.
• Greets visitors, creates lists of references, tables, charts, graphs, and PowerPoint presentations as needed, Maintains electronic files of meetings, articles, presentations.
• Coordinates the receipt and processing of information for project management and reporting. Updates Institute's website information and news as needed.
• Assist in training of new Administrative Coordinators and Senior Administrative Coordinators.

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Five years progressively responsible administrative experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY ($56,648 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F; 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM Neuro Sci Neuroscience
Personnel area: School of Medicine