Sr. Administrative Coordinator
Posted: April 19, 2022
Application Deadline: Open Until Filled
Job DescriptionWe are seeking a Senior Administrative Coordinator who will work under direction of the Chair and Executive Assistant and will provide administrative support functions for the chair, the chairs office, and faculty affairs. This role will provide programmatic support for the chairman’s research activities that include serving as Program Coordinator for the Prevention Core of the Center for AIDS Research (CFAR).
Specific Duties & Responsibilities:
Requests for interview scheduling will come with specific directives from the Executive Assistant following search committee meetings.
Distribution of monthly agenda the Friday at 1300 prior to the Monday Faculty meeting.
Agenda content will be Executive Assistants responsibly.
Agenda will be sent to the Department Chair and Administrator by Thursday COB with the expectation of their approval to be given the Friday by 1200.
Provide Minutes for Monthly Faculty Meeting
To be completed by the Friday following the Monday Faculty meeting.
To be distributed with all slide decks by 1300.
Provide example letters if available to Executive Assistant for drafting.
Track deadlines for letter requests.
Assist in virtual filing of completed letters.
EpiChairmansOffice email management.
Assist in checking daily at least every morning by 0800, 1200, and prior to COB.
Route messages to appropriate administrative or chair personnel.
If uncertain route to Executive Assistant.
Maintain oversite on deliverables/ ongoing correspondence
Any official letters coming from the Chair’s Office or emails with David’s signature need to be monitored if responses are expected or required.
Create folders for incoming letters of reference for onboarding faculty, promotions, etc.
Virtual File Management
TBD with upcoming SharePoint design.
Route all Chair and Vice chair reimbursements.
Utilize Executive Assistant or requesting party for all necessary information including accounts to charge.
Serves as Program Coordinator of the Prevention Core of the Center for AIDS Research (CFAR). Summarizes core activities for annual NIH reports, coordinates Leadership meetings, maintains databases and list-serves for communications and project management. Plans a variety of CFAR Prevention Core events.
Provide liaison to the Department of Pediatrics at SOM for PUSH Study funded by NIDA as well as with Deloitte, the Ministry of Public Health, Qatar and Ernst & Young for public health practice and research in the UAE, and with the Department of Health, Abu Dhabi for research and COVID-19 research including seminars, lectures and workshops.
Maintain calendar for research meetings, incoming and outgoing invitations on behalf of the PI. Coordinates scheduling requests from external research collaborators.
Assist the PI with preparation of grant, contract and special project proposals.
Interacts with PIs and Co-Is for his research studies, including national and international officials and senior faculty from peer institutions.
Handles confidential and sensitive information in a tactful and discreet way.
Facilitating and tracking IRB approvals, continuing review approvals; human subjects, HIPAA, research compliance, and safety training approvals.
Assisting with depositing publications for chair, and members of the prevention core, into PubMed Central.
Uses SAP to purchase office supplies, pay vendor invoices and submit travel expense reimbursements for faculty and visitors.
Purchases software and monitors licensing agreements.
Maintain PI's Curriculum Vitae and NIH Biosketch.
Prepare agendas for sponsored project weekly team meetings.
Provide meeting notes for all sponsored project team meetings.
Assist the PI with planning and assisting with communications with his research teams.
Minimum Qualifications (Mandatory):
High School Diploma/GED.
5 years progressively responsible administrative experience; wide variety of special projects and special assignments.
Bachelor’s Degree preferred.
Proficiency in Microsoft Office Suite a must.
Additional education may substitute for required 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. 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.