Research Management Services (RMS) supports the pre and post-award administration for sponsored funding across multiple departments within the School of Medicine. RMS strives to provide the highest quality of customer service in sponsored research management to our customers including departments, faculty, key stakeholders and central teams including the Office of Research Administration (ORA), Sponsored Projects Shared Services (SPSS) and the School of Medicine Business Office.
The Administrative Coordinator will be responsible for ensuring the smooth operation of the RMS office by providing high-level administrative support to our customers and RMS staff. This position will serve as a liaison between departments, faculty and central offices by scheduling meetings, maintaining calendars and coordinating trainings/special events. The Administrative Coordinator will report directly to the Assistant Director of RMS.
Coordinates and schedules meetings with external customers and RMS staff.
Coordinates internal finance, training & staff meetings to ensure timely communications.
Maintains the Assistant Director's calendar. Provides support to the Director, as needed.
Maintains meeting room calendar dates and timeslots. Ensure projectors and/or technology equipment is set-up prior to scheduled meetings.
Develop and maintain a shared team calendar for vacation requests to ensure adequate backup support is available for absentees.
Maintain email distribution lists, phone/contact lists, up-to-date staff birthday lists and current pre and post-award assignments.
As requested, provides support to the post-award team by completing monthly account reconciliations, Independent Contractor Agreements, Vendor set-ups etc.
As requested, provides preparation assistance and support related to grant application procedures at the direction of the Sr. Grants and Contracts Analyst and/or Grants and Contracts Manager including: formatting updating narratives/biosketches/other support pages/regulatory filings/protocol approvals, CV's etc.
Maintains SharePoint site with updates, as directed.
Answers telephones, screens calls and relays messages.
Submits information technology (IT) and telecom service requests (TSR) requests.
Process any building/office service requests with the appropriate facilities department(s).
Orders office supplies via SAP and purchase approved new/replacement office equipment.
Maintain and update a space map for the office and be the lead contact for space related questions including moves, IT setup, communications and renovations.
Ensure all administrative items related to new-hires are completed prior to start dates including: computer, phone, workstation stocked with supplies etc.
Assists in planning and coordinating special events/social functions.
Requires high school diploma or GED.
Three years of related administrative experience required.
Additional education may substitute for some experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
Special knowledge, skills, and abilities:
Must be detail-oriented to work in a dynamic, fast paced environment.
Must be able to multi-task, meet deadlines and provide support to a wide variety of people and positions.
Must be customer service focused with excellent oral and written skills.
Must have demonstrated proficiency in use of software applications such as Word, Excel and PowerPoint as well as proficiency in use of office equipment such as personal computers, printers and projectors.
Classified Title: Administrative Coordinator Working Title: Administrative Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Salary Range: $17.25 - $23.71 (commensurate with experience) Employee group: Full Time Schedule: M-F, 830-500 Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 60008428-SOM Admin Finance Research Services Personnel area: School of Medicine
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 email@example.com. 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.
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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.