Starting Hourly Range: $16.91 - $23.24; commensurate with experience
Employee group: Full Time
Employee subgroup: Non-Exempt
Schedule: Monday-Friday - 40hrs/Week
Location: 624 N. Broadway/Hampton House 217
Department: International Health
School: School of Public Health
Under the direction of the Financial Manager and Grants/Contracts Analyst, provides administrative, secretarial, and financial support for faculty and staff at the Center for Immunization Research.
Receive and screen incoming calls, faxes, and mail; prioritize, organize and designate necessary action to be taken, deadlines and follow up. Maintain an accurate log of outgoing correspondence and proposals
Schedule, coordinate, and set up meetings for faculty and senior staff managers
Provide all administrative support, including document formatting, typing, and composing for the CIR Director and faculty.
Initiate research subject payments in SAP, and pick up checks from Accounts Payable located at Keswick.
Process vendor payments, track payment status, and follow up with vendor and/or accounts payable as necessary.
Allocate Quest expenses to the appropriate internal orders.
Allocate PCard transactions to the appropriate chart of accounts codes and internal orders.
Process employee travel reimbursements
Assist faculty and staff with making travel arrangements
Provide occasional back up for the clinic Administrative Secretary as needed
Photocopy materials, or arrange for printing services, to support a variety of projects
Scan documents for faculty and administrative staff
Type, format, and produce versions ready for signature of routine correspondence, proposal documents, forms, and manuscripts
Under the direction of the Regulatory Team, coordinate and maintain on and off campus document storage and retrieval
Establish and maintain office files
Maintain inventory of office supplies
Replenish and purchase, via SAP Shopping Cart, routine office supplies
Place and follow up on service calls or orders to facilities and housekeeping as needed or as requested
Place and follow up on service calls or orders for Information Systems services
Create or edit flyers, brochures, business cards, and announcements, and detailed graphs in support of study teams
Coordinate large mailings
Maintain CIR seating chart
Track and arrange for CIR faculty and staff annual property passes
Maintain faculty and staff copier access on appropriate budget lines
Initiate telephone service requests, follow through, and maintain and accurate accounting of lines in service.
Maintain office equipment
Walk to various on-campus offices, such as International Health, BioSafety Committee, IRB, ORA, Human Resources, to deliver or retrieve time sensitive correspondence and proposals.
May be asked to assist in data entry in various databases (training will be provided)
Assist in the assembly of information required for proposal submissions, including information required from vendors, subcontractors and researchers (such as price quotes, biosketches, floor plans, COI forms, etc)
Perform delegated duties in the development of larger sponsored project submissions.
In compliance with applicable OMB Circulars, FAR Clauses, agency specific regulations, and federal, state, local, and university policies, provide budget reconciliation support for the Center.
High School Diploma or GED.
Three years related experience.
Additional education may substitute for required experience, to the extent permitted by the JHU Equivalency formula.
Final applicant for this position may be required to complete skills assessments appropriate to position description.
* 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. *
Special Knowledge, Skills, and Abilities
Proficiency with Microsoft Word, Power Point, and Excel
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.