Sr. Administrative Coordinator (Neuroscience)
Job Description
We are seeking a Sr. Administrative Coordinator who will provide administrative support and perform general office management duties necessary for the efficient operation of the Department of Neuroscience. This position may provide support for fiscal and budget management for the assigned area and also provide project support to the administrator and department operations. The responsibilities of this role require significant collaboration and coordination with others.
Specific Duties & Responsibilities
- Plan, support, and organize daily activities of the office.
- Prepare appropriate documents and collaborate with various faculty for hiring staff, students, and postdocs.
- Provide complex administrative, project, and calendar support to the department.
- 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.
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
Technical qualifications and specialized certifications
- Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
Technical Skills and 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
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.)
Employee group: Full Time
Schedule: 5/40
FLSA Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM Neuro Sci Neuroscience
Personnel area: School of Medicine
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