We are seeking anAdministrative Coordinatorwho will provide administrative and grant development support to the Center for Infectious Diseases in India (CIDI), its co-directors, faculty, and staff. This person will work closely with the Managing Director to effectively and efficiently manage the administrative activities of the Center. This individual will be a vital member of a fast-paced multidisciplinary center of professionals. Specific Duties & Responsibilities
Administrative
- Schedule meetings and take minutes, as needed.
- Prepare correspondence and distribute meeting minutes.
- Make travel arrangements for center members (meeting registration, transportation, accommodation).
- Process and track reimbursements in accordance with divisional procedures.
- Process and track invoices in accordance with divisional procedures.
- Order supplies and monitor inventory; ensure office equipment is maintained.
- Submit information technology and maintenance service requests.
- Support technology requests, including computer hardware and software orders for center faculty and staff.
- Maintain calendars and schedule meetings and events.
- Order and manage the distribution of gift cards for study-related patient incentive payments.
- Manage petty cash funds for the center, including maintaining documentation and monthly reconciliation.
- Manage the procurement card for the center, including procurement of supplies and subscriptions, maintaining documentation of purchases, monthly reconciliation, and audit support.
- Manage the business travel card for the center, including travel bookings for center faculty and staff, maintaining documentation of travel bookings, monthly reconciliation, and audit support.
- Manage patient mailings and distribution of study materials.
- Use project management software to work on shared task lists, house incoming administrative requests, and document administrative processes.
- Assist in planning and coordinating special events and social functions, including coordinating space, teleconferencing, room and A/V setup, event communication, and catering needs.
Grant Support
- Assist with compiling and formatting supporting documentation for grant applications, including but not limited to biosketches, facilities, resources, letters of support, etc.
- Assist faculty with manuscript submissions by reformatting documents and figures, ensuring alignment with guidelines, and uploading for submission.
- Serve as a resource in all administrative aspects.
- Conduct final copy-edit and formatting for project narratives, tables, and figures.
- Determine priorities and maintain a high degree of professionalism and confidentiality.
- Take initiative and exercise judgment to resolve issues while providing assistance to the faculty.
- Performs other duties as assigned.
This description is a general statement of required major duties and responsibilities performed on a regular and consistent basis by the incumbent. It should not be held to exclude other duties not mentioned that are similar in nature and level of difficulty.
Minimum Qualifications
- High School Diploma/GED.
- Minimum of 3 years related experience, preferably in a healthcare and/or education setting.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Must be detail-oriented.
- Must be able to multi-task, meet deadlines, and provide support to a wide variety of people and positions.
- Must have excellent oral and written skills.
- Ability to organize information.
- Ability to handle sensitive information with absolute confidentiality.
- Ability to make decisions independently or to escalate issues as needed.
- Ability to interpret operating policies.
- Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.
Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $18.00 - $33.50 HRLY ($55,000 targeteed; Commensurate with experience) Employee group: Full Time Schedule: Monday-Friday, 8:30am-5:00pm Exempt Status:Non-Exempt Location:Hybrid/School of Medicine Campus Department name: SOM DOM ID CCGHE Personnel area: School of Medicine
|