Home > Baltimore jobs > Baltimore administrative/office

Posted: Tuesday, February 20, 2018 10:14 PM

General summary/purpose: Report directly to the Director and Administrator for the Division of Endocrinology, Diabetes & Metabolism. This position's primary responsibility will be to coordinate administrative activities for the Director, Administrator and other faculty, as assigned within the Division. The position will also require work on special projects as assigned. Specific duties & responsibilities: Administrative Support: Manage conflict-free electronic calendars for multiple meetings and manage frequent requests. Resolve scheduling conflicts. Rank and prioritize meeting requests and response times. Schedule meetings, make appropriate arrangements for meetings, prepare agendas and distribute materials. Ensure that the Director and Administrator are fully prepared for meetings by coordinating, collecting and providing materials in a timely fashion. Compose response letters, e-mail notes and other short documents for review, approval and/or signature. Prepare and type grant applications (organization of the application, tracking deadlines, ancillary information, IRB forms and approvals, photocopying, routing, etc.) Create and manage hard copy and electronic filing systems for all key correspondence, reports and documents. Distribute incoming hard copy mail, faxes, e-mails, telephone calls and other messages coming into the office. Make national and international travel arrangements for faculty and guests including transportation, lodging, visas and registrations. Submit requests for reimbursement and keep records of payments. Process on-line payment requests, travel requests and expenses reports through the SAP system. Assist with grant preparation to include proof read and edit documents, prepare letters of support, keep up to date bio-sketch, ensure large grant proposals are appropriately collated and sent to the sponsored research team. Maintain conference room calendars. Able to coordinate making international conference calls, setting up laptop computer for presentations, electronic calendar. Prepare biweekly division newsletter. Planning events. Foster a team spirit and a high level of morale by conducting self in an exemplary fashion. Special Events Coordination: Coordinate special events including receptions, farewells, dinners, and lectures for lecturers, faculty, guests and staff. Assist in securing rooms, coordinate with caterers, printing services, other vendors and various Johns Hopkins personnel to ensure all details and requirements are met for a successful event. Coordinate agenda and travel for outside speakers and guests as assigned. Space Preparation: Assist all faculty, fellows, and staff as assigned with space set-up requests such as service requests for computers, service requests for phone lines, requests for meetings and office moves located at COAH. Provide support to new employees including students and visiting faculty for building access, parking, network set-up, and other onboarding logistics. Minimum qualifications (mandatory): Education: HS diploma/GED required. Experience: Minimum of three (3) years of related experience. Additional education can be substituted for some experience. Preferred qualifications: Education: Bachelor's degree preferred. Special knowledge, skills, and abilities: Thorough knowledge of MS Word, Access, PowerPoint, and Excel. Excellent communication skills and organizational skills. Able to exercise independent judgment and work without direction. Able to work with a wide variety of people in a positive and professional manner. Able to work under pressure and complete multiple, on-going tasks to meet deadlines. Technical qualifications or specialized certifications: Knowledge of JHU SAP programs is a plus. Any specific physical requirements for the job: Sitting in a normal seated position for extended periods of time. Reaching by extending hand(s) or arm(s) in any direction. Finger dexterity to manipulate objects with fingers rather than with whole hand or arm, for example, using a keyboard. Communication skills using the spoken word. Ability to see and hear within normal parameters. Ability to move about workspace. Classified title: Administrative Coordinator Role/Level/Range: ATO/2/OE Starting Salary Range: $16.91 - $ 20.66 Employee group: Full Time Employee subgroup: Non-exempt Schedule: Working 40 hour per week; Monday- Friday, 8:30am - 5pm Location: Johns Hopkins East Baltimore Campus The successful candidate(s) for this position will be subject to a pre-employment background check. If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at For TTY users, call via Maryland Relay or dial 711. The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly. During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment. The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office. Equal Opportunity EmployerNote: Job Postings are updated daily and remain online until filled. EEO is the LawLearn more: legal information Facility School of Medicine - East Baltimore Campus Personnel Area School of Medicine

For more details:

Company: Johns Hopkins University

• Location: Baltimore

• Post ID: 30974787 baltimore is an interactive computer service that enables access by multiple users and should not be treated as the publisher or speaker of any information provided by another information content provider. © 2018