We are seeking an Administrative Coordinator will provide administrative financial support, including day-to-day problem solving, to a productive research institute and its director. This position will serve as first point of contact for faculty, students, staff, professional colleagues and visitors, and will act as liaison to internal and external organizations. The Administrative Coordinator will work closely with the Director and will report directly to the Sr. Administrative Manager to ensure smooth and efficient functioning for the unit. The position will exchange routine and non-routine information with individuals within and outside the institute and the university. The position requires discretion, judgment, organization, creativity, and excellent communication skills. The Administrative Coordinator must be willing and able to work independently, setting priorities and meeting deadlines. The position may perform duties of a sensitive and confidential nature.

Specific Duties & Responsibilities

Administrative

• Provide high-level administrative, clerical, and project support to the Director, Administrator, and Faculty of the center.
• Triage administrative requests via phone, email, or walk-in. Responds to inquiries independently.
• Manage Center Chair’s calendar.
• Oversee scheduling of faculty meetings.
• Oversee center colloquies, seminars series, faculty, special seminars including travel logistics (domestic and foreign), catering needs, honorarium processing, conference room reservations, and reimbursements.
• Manage center Zoom account and virtual events.
• Perform administrative tasks as requested for faculty, staff, students and researchers including but not limited to locating information, correspondence, announcements, interacting with needed vendors for center events, scheduling, logistics for travel, and printing/scanning.
• Assist center administrator with staffing needs such as scheduling interviews, and new hire onboarding.
• Track and coordinate yearly faculty awards and nominations.
• Assist with data collection related to various periodic reports and surveys.
• Update and maintain center’s website, email listserv, and social media sites. Assist with promotional and marketing materials for events and overall central activities.
• Develop presentations, reports, and surveys.
• Maintain calendars for center conference rooms and other events.
• Responsible for managing JHED access.
• Track and order supplies for center use.

Events

• Manage Annual retreat, annual symposiums and other special event planning such as the Seminar Series, Chats, Special Lectures, retirement symposiums, etc.
• Plan and coordinate events within the center such as holiday parties and center contests and activities.
• Manage Annual student events including but not limited to conference room reservations, presentations, shuttle accommodations, hotel arrangements, travel logistics, meals and activities
• Research and acquire venues and catering for events and seminars including housing, hotel accommodations and travel for attendees/visiting faculty and students.
• Set up and maintain websites for various events and create flyers for announcements and distribution.
• Manage event registrations and attendees list.
• Work with vendors on all aspects of event coordination including but not limited to printed materials, event set up/break down, processing of expenses, reimbursements, travel planning and catering.

Financial

• Responsible for advising faculty, staff, and students on the university and federal guidelines regarding travel and travel expenditures.
• Responsible for purchasing with the JHU Procurement Card and SAP Shopping Cart systems.
• Responsible for processing invoice payments, vendor setup in PaymentWorks, check requests, and Good Receipts.
• Provide support as a back-up for Pcard allocations and CTBC (travel card) allocations.
• Provide support as a Concur travel delegate for processing travel reimbursements.
• Process Travel/non-travel reimbursements, check requests, supplies/computer/software orders.
• Assist in reconciling non-sponsored accounts.
• Additional duties as assigned.

Knowledge, Skills and Abilities

• Position requires exceptional oral and written communication skills, intelligence, creativity, judgment, attention to detail, and problem-solving skills.
• Qualified candidate must be friendly, team-oriented, and able to work effectively with faculty, staff, and students in a diverse environment.

• High School Diploma or graduation equivalent.
• Three years related experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Classified Title: Administrative Coordinator 
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: 37.5 hrs/wk, M-F 
Exempt Status: Non-Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Institute for Computational Medicine  
Personnel area: Whiting School of Engineering