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The Department of Biophysics and Biophysical Chemistry is seeking a highly skilled Sr. Administrative Coordinator who can manage multiple priorities and deadlines while providing a high level of service to the faculty and leadership within the department.

Specific Duties & Responsibilities

• Manage weekly seminar series to include arranging dates, communicating with speakers, scheduling rooms, reserving a/v, arranging travel/lodging, catering, advertising, coordinating meeting schedule, ensuring day of activities run smoothly, submit honorarium and travel expense reimbursements, etc.

• Assist faculty with scheduling large meetings. Draft/edit/circulate related meeting and special event materials, gather background data in preparation for meetings.

• Manage scheduling, communications, and engagements with various faculty internal and external to the institution.

• Independently identify and resolve scheduling conflicts and prioritize meeting requests.

• In advance of all meetings, confirm logistics and ensure all parties have the proper materials disseminated for both in-person and virtual events.

• Enter invoices, electronic payment requests, FedEx, and travel reimbursements in a timely and accurate manner. Ensure completeness and accuracy of documentation according to university policies.

• Submit large equipment purchase requests for the department; ensuring all SOM and university policies are followed.

• Coordinate with systems engineers, vendors and purchasing to ensure timely processing and installation.

• Provide customer service to systems engineers, vendors, and faculty members throughout the capital procurement process.

• In coordination with the administrative manager, ensure that assets costing $5,000 or more are reported, tagged, and tracked. Report all changes in asset status to JHU Fixed Assets including disposition of asset in a timely fashion.

• Ensure that all service contracts are reviewed and approved by the appropriate JHU authority. Create and maintain electronic database to track various contracts.

• Serve as a backup to the Sr. Academic Program Coordinator

• Other duties as assigned.

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.

Special Knowledge, Skills & Abilities

• Advanced knowledge using office software applications including Microsoft Excel, Microsoft Word, Microsoft PowerPoint, and Microsoft Outlook.

• Experience working within large, complex organizations and supporting events and meetings.

• Excellent communication and interpersonal skills including the generation of meeting summaries and action steps.

• Capacity to work independently and in a fast-paced environment; must have excellent organization skills.

• Superior level of attention to detail and ability to research and follow up on actions.

• Excellent customer service skills to interact effectively with faculty, staff, students, and external customers.

• Ability to manage projects and determine priorities while maintaining a high degree of professionalism and confidentiality.

Preferred Qualifications

• Bachelor’s Degree.

• Fluency with SAP.

Classified Title: Sr. Administrative Coordinator

Role/Level/Range: ATO 37.5/03/OF

Starting Salary Range: Min $21.00 - Max $36.50 HRLY ($59,000 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: M-F, 40 Hours per week

Exempt Status: Non-Exempt

Location: School of Medicine Campus

Department name: SOM Biophy Biophys and Biophys Chemistry

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.