Sr. Administrative Coordinator, HR Operations Support (Neurology)

The Department of Neurology is seeking a Sr. Administrative Coordinator, HR Operations Support to assist with HR related activities for the BIOS Clinical Trials Coordinating Center (CTCC). The BIOS CTCC manages multi-center, $30 million federally funded clinical trials and multiple site-specific pharmaceutical-sponsored trials. This role will work with internal resources to assist with recruiting and staff related functions within BIOS CTCC. The coordinator will support functions that contribute to the growth and efficiency of BIOS CTCC.

The Sr. Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit or program. This position may provide support for fiscal and budget management for the assigned area, and provide project support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders. The responsibilities of this role require significant collaboration and coordination with others.

Specific Duties & Responsibilities

• Plan, support, and organize daily activities of the office, unit or program.
• Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders.
• Manage team and/or assigned leaders’ calendars; plan and schedule meetings and coordinate associated logistics.
• Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
• May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.
• Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
• Coordinate purchasing processes; process various department bills and reconcile accounts.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft minutes, monitor and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
• May serve as the liaison or office contact with facilities or other service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
• Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies.
• Develop and produce reports.
• Assist with preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Coordinate preparation, set up and logistics for department/office events/functions.
• May perform some non-routine and confidential administrative functions.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Other duties as assigned.
  
  

In addition to the duties described above

HR Operational Support

• Assist in day-to-day implementation of the recruitment and hiring process, from initiation to onboarding.
• Track and report on key recruitment metric and outcomes, e.g. time-to-fill, source of hire, and applicant feedback, etc.
• Collaborate with various offices across JHU, including NeuroHR, HR Shared Services, Central HR, and Office of International Services to troubleshoot issues.
• In consultation with NeuroHR develop and coordinate a BIOS CTCC intern and volunteer program that aligns with JHU policies and utilizes JHU programs and pathways.
• Monitor and assist with coordination of leave
• Support processes across the full talent life cycle, e.g., performance management, employee relations, change management, learning and development, and recruitment.
• Collaborate with the BIOS CTCC team on projects to attract, recruit, engage, and retain a diverse workforce.
  
  

Training & Development Support

• Collaborate with BIOS CTCC leaders and NeuroHR to develop and promote training pathways
• Work with BIOS CTCC team members to identify JHU resources to help develop skills and competencies that advance organizational and professional growth.
• Ensure employees acquire and maintain compliance with JHU and regulatory training and education requirements.
• Ensure adherence to the steps of the of performance management process.
• Identify and recommend training and development needs
• Ensure completion of MyLearning requirements for division.
• Identify internal and external training opportunities.
  
  

Minimum Qualifications

• 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 beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
  
  

Preferred Qualifications

• Bachelor's Degree.
• Familiarity with SuccessFactors system.
  
  

Technical Qualifications & Specialized Certifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
  
  

Technical Skills & Expected Level Of Proficiency

• Calendar Management - Intermediate
• Event Coordination - Intermediate
• Financial Administration - Intermediate
• Interpersonal Skills - Intermediate
• Meeting Coordination - Intermediate
• Office Procedures - Intermediate
• Oral and Written Communications - Intermediate
• Organizational Skills - Intermediate
• Project Management - Developing
• Report Writing - Intermediate
  
  

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Sr. Administrative Coordinator

Job Posting Title (Working Title): Sr. Administrative Coordinator, HR Operations Support (Neurology)

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

Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.)

Employee group: Full Time

Schedule: M-F 8:30 am - 5:00 pm

FLSA Status: Non-Exempt

Location: Hybrid/School of Medicine Campus

Department name: SOM Neuro BIOS

Personnel area: School of Medicine