General Description: The Office of Policy Coordination (OPC) occupies a unique position in the School of Medicine (SOM). A unit of the Dean’s Office, OPC develops and manages implementation of policy in the areas of conflict of interest, conflict of commitment, misconduct, research integrity, interaction with industry, and use of name. OPC’s responsibilities involve managing policies and working with faculty, staff, and leadership across the SOM, the University, and the Health System.
The Sr. Administrative Coordinator reports to the Associate Dean for Policy Coordination. He/she provides high-level administrative and project support to the Associate Dean and to other senior OPC staff and serves as office manager. The Sr. Administrative Coordinator will exercise independent judgment in ensuring that his/her responsibilities are carried out in a professional, thorough, appropriate and timely manner. These responsibilities include, but are not limited to, scheduling critical and often confidential meetings that involve multiple participants, maintaining complex calendars, preparing meeting material, answering telephones, routine correspondence, compiling and maintaining data, and special projects as assigned.
Specific duties & responsibilities:
The Sr. Administrative Coordinator’s specific responsibilities include, but are not limited to, the following:
Support Associate Dean and other senior staff
Anticipates and supports the Associate Dean’s administrative needs. Helps prepare Associate Dean for meetings, including organizing material and making logistical arrangements.
Answers and triages phone and email queries.
Schedules phone calls, conference calls, and meetings, often involving coordination with multiple people and offices.
Assists with preparation of documents for reports and presentations. Identifies information sources for needed data; conducts searches for documents and information, including use of OPC and University databases, medical publication and other websites, regulatory agency websites, and other relevant sources.
Assists in staffing certain meetings, including drafting minutes and monitoring and/or taking follow-up action.
Makes business-related travel arrangements for Associate Dean and OPC senior staff.
Provides backup coverage for other office staff as needed.
Other duties as assigned.
Serve as OPC office manager
Independently identifies and resolves administrative problems. Develops and recommends administrative processes/procedures to ensure efficiency. Interprets and communicates administrative policies for OPC.
Handles all human resources and payroll administrative procedures for OPC.
Orders supplies and equipment, and arranges for equipment service.
Processes purchase orders and invoices. Processes travel and non-travel expense reimbursements.
Organizes and maintains the office’s electronic and paper-based administrative files.
Reconciles monthly statements; monitors budget expenditures and controls office expenses.
Prepares preliminary annual budget for review by Associate Dean.
Serves as point person with office building and maintenance staff. Handles space and office moves.
Other duties as assigned.
The Sr. Administrative Coordinator will communicate clearly and effectively in writing, by phone, and in person with Johns Hopkins faculty, staff, deans, and students, as well as representatives of outside organizations. He/she will maintain confidentiality and exercise discretion, and will represent OPC and the Associate Dean to internal and external constituencies with collegiality and professionalism.
Requires a minimum of high school diploma/GED and at least five years of related experience. Additional education may substitute for some experience to the extent permitted by the JHU equivalency formula. Candidate must be organized, able to handle multiple tasks involving sensitive information with attention to detail and professionalism. Excellent accuracy, interpersonal, written, and verbal skills required. Must be a self-starter and have ability to work under pressure and meet deadlines. Proficiency in Microsoft Office Suite, including Word, Access, Excel, PowerPoint, and Outlook required.
Bachelor’s degree or equivalent experience. Experience in an academic medical institution, research environment, or research affairs office. Experience with SAP.
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 Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.