Classified Title: Administrative Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Salary Range: $16.91 -$23.25 Employee group: Full Time Schedule: N-F 7:30 - 4:00 Employee subgroup: Salaried Non-exmt Location: 600 N Wolfe St Department name: 10003068-SOM Pat HIV Clinical and Research Personnel area: School of Medicine
Coordinates the day to day administrative activities for the HPTN Laboratory Center to ensure a smoothly functioning office; interprets operating policies; exercises independent judgement in the resolution of administrative problems, prioritizing of workload, facilitating travel arrangements and expense reconciliation, purchasing supplies, coordinates special projects or programs, such as: seminars, courses, donation centers, training programs, etc. Serves as a resource in a team environment. Provides secretarial support to faculty and staff including appointments, correspondence, manuscripts, grant proposals and filing. Understands HIPAA and department specific policies relating to medical records, discussion and handling of patient medical information. Customer service representative duties may include call for reports, slides, interface with outside institutions. Technical or data entry point person for grant review and submission online systems and for laboratory systems (example; LDMS, SOFT).
DUTIES AND RESPONSIBILITIES:
Participate in the preparation of research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements.
Monitor spending and reconcile budgets/expenditures in order to control expenses.
Responsible for answering the telephone and various functions involved with returning materials received for consultation.
Grant preparation, including NIH grant applications or other funding grants. Review, prepare and collect required documents. Working with JHU proposal process, coordinating reviews. Proficient with online submission systems (example; COEUS). Prepare documents for Specimen Transfer agreements; interact with the Office of Research Administration.
Interaction involves pathologists, administrative assistants, couriers, and HPTN LC staff/contactsPrepares and provides support for HPTN videos and website/web page including links and updates to Pathology website.
Provides data entry support and report generation from laboratory systems (example; LDMS, SOFT)
Helps coordinate and document management, narrative and statistical reports for private and government agencies.
Order office and lab supplies and equipment.
Prepare & distribute agendas, meeting minutes & reminders for meetings as well as attend & tape record meetings to document discussions.
Compose agendas, documents, correspondence, and memos on behalf of the faculty. Transcribe and/or type manuscripts, technical documents, tables, graphs/charts, correspondence and notes, format and compile information for grants, protocols, presentations, reports, manuscripts, etc.
Provide support for faculty's activities with national societies, research projects, and scholarly publications and presentations, serving as a liaison between department and vendors, other departments, and outside organizations. Reference Management.
Serve as coordinator for faculty travel and faculty-sponsored events. Manage scheduling/calendars.
Greet and assist all visitors.
In support of hiring manager, assists with gathering of applicant resumes, scheduling of interviews, and coordination with Human Resources for recruitment process and orientation schedules.
Perform ad hoc research and fact-finding on a wide variety of administrative issues and items; know the formal and informal Institute goals, standards, policies and procedures. Create, maintain, & analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; creating new systems or revising established procedures as needed.
Maintain equipment and service contracts including computers, office equipment.
Analyzes office-operating practices such as record keeping systems, forms control, personnel requirements, recommending new systems or revising established procedures. Interprets and communicates operating policies.
Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes facts and figures for written computation and calculations.
Assists with special events planning and special projects.
Operates personal computer to access email, electronic calendars, and other basic office support software. SAP transactions including order of supplies (Shopping Cart). Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Utilizes Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
Needs to know the campus locations, travel to many buildings to deliver documents and important materials each day.
Scope of Responsibility:
Knows the formal and informal departmental goals, standards, policies and procedures that may include some familiarity of other departments within the school/division.
Needs to have familiarity with interlibrary loan and medical library areas and systems.
On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
Equipment, Machine, or Tool Requirements:
Computer (85%) including web-related software and hardware. Copier, Phone, Printer, etc.
High school diploma or GED.
Associate's or Bachelor's degree, desired.
3 or more years of administrative experience.
Administrative professional with intermediate to advanced office skills including: typing, editing/proofreading, filing. Experience working in patient care environments. Demonstrated skills in customer service, telephone, typing. Working as a member of a dynamic team.
Experience working in support of medical professionals in a clinical and/or academic environment, strongly desired. Previous experience working with Pathology or similar healthcare or research environment, helpful.
Special Knowledge, Skills, or Abilities / Competencies:
Must demonstrate advanced skills in MS Office (Word, Excel, Powerpoint). Knowledge of SAP, highly desired. Knowledge of COEUS, highly desired. Knowledge of Endnote reference manager system and PubMed web-based searches highly desired. As this individual works in a patient care setting, he/she must be knowledgeable of HIPAA, pathology medical records policy, quality assurance and confidentiality policies.
While performing the duties of this job, the employee may remain in a stationary position (sitting or standing) up to 50% of the time or more. Occasionally required to traverse throughout the office or laboratory or to retrieve equipment, supplies, or other materials from other locations on campus. The employee is required to operate computer keyboard frequently throughout the day and for prolonged periods.
Prolonged vision requirements including viewing computer screen, paper reports/documents, charts and results.
While this position will be primarily at a desk in an office setting, work is within or near laboratory environment - Exposure to toxins and infectious agents exist, but potential for personal injury or harm is minimized if established safety and health precautions are followed. Working in laboratory where there may be discomforts due to odors, noise, temperature fluctuations, and working around lab equipment. Research areas may include animal, human, human products, DNA, and radiation protocols.
May transport equipment and supplies usually less than 40 pounds from one area to another. May be required to lift and/or move up to 50 pounds with proper training, or precautions/lifting aides (example: supply boxes or copy paper boxes). In some areas work space is confined.
Staff may be required to complete annual competency review, and must insure compliance with Hospital Policy, Laboratory Policy & Procedure, Health, Safety & Environment regulations, and all applicable privacy & confidentiality laws/practices.
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 firstname.lastname@example.org. 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.
Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
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.