Sr Administrative Coordinator (Institute of Cell Engineering)

We are seeking a Sr. Administrative Coordinator who will provide complex administrative support for the Institute for Cell Engineering (ICE) Directors. This position will represent the Senior Leadership Team as appropriate in communicating professionally with faculty, administrators, staff, and external contacts to respond to questions, resolve administrative problems and issues, and gather data as needed; and interpret the operating policies of the University.

Exercise high level of independent judgment, prioritize and proactive initiative in making decisions on the director's behalf, as needed. Prioritizing requests and responding in a timely manner. Ability to think creatively to manage multiple projects independently, including handling matters of a confidential nature with sensitivity and discretion. Draft and prepare office communication for signature as well as proofread and edit confidential, sensitive information. Ability to identify problems, propose solutions and implement procedures to enhance the effectiveness of administrative functions for the Director. 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.
  
  

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.

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.
  
  

Classified Title: Sr. Administrative Coordinator

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

Starting Salary Range: $21.25 - $36.90 HRLY ($70,000 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: Monday-Friday, 8:30am-5pm

FLSA Status: Non-Exempt

Location: School of Medicine Campus

Department name: SOM ICE Stem Cell

Personnel area: School of Medicine