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We are seeking an Administrative Coordinator . This position will provide administrative and project support to the Research Laboratories and Research Faculty of the James Buchanan Brady Urological Institute. Will provide a range of administrative support to administrative staff, to research faculty, and other research staff as needed. Responsibilities include scheduling appointments and meetings, preparing meeting materials, preparing correspondence, compiling data, answering telephones, special projects, and records maintenance. The incumbent will perform duties of a sensitive and confidential nature and must demonstrate careful judgment, a high level of discretion and the ability to work independently. The individual will be able to take direction from multiple inputs, prioritize effectively, take a proactive approach to work assignments, and take initiative in the anticipation of further needs of the labs and their faculty and staff. The individual must be committed to customer service and deal with highly sensitive, privileged, and confidential subject matter.

Specific Duties & Responsibilities

• Provides administrative support to the research faculty and their research groups identified to include maintaining schedules, set up and prepare for meetings, prepare, and edit general correspondence, take and maintain minutes for meetings as required, and 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 when needed or requested.

• Submit requests and interact with JH facilities related to service/repair requests.

• Must be proficient with SAP including shopping cart, reimbursements, and paying of invoices.

• Will serve as the key person for maintaining a database of faculty bio sketches and other support documents for the department. Documents will need to be updated on an as needed basis, require communication with the department’s grants and contracts administrator, access to sensitive financial information and salaries maintained in research grant/contract documents, and communication with faculty and other research administrative task to identify information needed to complete these documents.

• Assist research faculty with the scheduling of business travel and securing reimbursement for related travel expenses.

• Assumes administrative tasks, special projects, ad hoc reports, research data and other related activities. A high level of confidentiality and professionalism is required as well as attention to detail.

• Answers telephones, screens callers, takes messages or refers questions to the appropriate staff, and greets visitors; provides backup phone coverage for department as needed; schedules elaborate and detailed meetings and appointments.

• Maintains calendar, schedules appointments and the electronic calendar for 3 conference rooms.

• Composes, edits, types and distributes various letters and correspondence; creates and maintains necessary files; develops and maintains information to generate various reports for departmental projects; creates tables, charts, graphs, and PowerPoint presentations as needed; maintains project files; coordinates the receipt and processing of information for project management.

• Coordinates departmental events and meetings. This includes playing a role in the planning and execution of a regular journal club, research seminar series, research conferences, and visiting professors.

• Serve as a general recourse for all inquiries from a variety of constituents including providing information on related activities, policies, and procedures.

• Establish and maintain an organized filing system according to office procedures to ensure the expeditious retrieval of information in both paper and scanned format.

• Coordinates ordering of office supplies and other materials as necessary.

• Candidate will need to be certified for DOT/IATA Certification and will coordinate shipments outgoing from research.

• Updates research staff lists, group email lists, and sets up mailboxes and lockers for new research faculty and staff.

• Act as the access point for laboratory keys and maintains a record of who has received and returned keys.

• Provides backup cross coverage for the Administrative Manager for Urology Research and the Executive Assistant for the Director as needed.

• Performs other duties as assigned by the laboratory investigators, and the Administrative Manager for Urology Research.

Special Knowledge, Skills, & Abilities

• Excellent typing and accuracy skills, proficient with personal computers, demonstrated knowledge of Windows and Microsoft Office, including Word, Excel, Outlook, PowerPoint, and Teams.

• Strong computer literacy skills and ability to learn new software.

• Excellent verbal and written communication skills.

• Ability to take initiative and exercise independent judgment to resolve administrative problems.

• Demonstrated proactive approaches to problem solving with strong decision-making capability.

• Excellent organizational skills with attention to detail; strong interpersonal skills and ability to work as part of a team.

• Highly resourceful team player with the ability to also be extremely effective independently and with little guidance.

• Ability to work in a dynamic fast-paced environment and respond quickly to changing priorities.

Minimum Qualifications

• High School Diploma or graduation equivalent.

• Three years related experience.

• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Bachelor’s Degree.

Classified Title: Administrative Coordinator

Job Posting Title (Working Title): Administrative Coordinator

Role/Level/Range: ATO 40/E/02/OE

Starting Salary Range: Min $18.00 - Max $33.50 HRLY ($53,560 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: Monday - Friday, 8:30 A.M - 5:00 P.M

Exempt Status: Non-Exempt

Location: School of Medicine - East Baltimore Campus

Department name: 10003206-SOM Uro Urology Research

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.