General DescriptionDepartment: Geriatrics Monday-Friday 8:30a.m.-5:00p.m. 40 hrs.
This position provides direct administrative support for the Director of the Center for Transformative Geriatric Research, and Division of Geriatric Medicine and Gerontology faculty members located in the center. This position coordinates office services such as purchasing, records control, and other administrative activities for a department/division, center or other organizational unit, interprets operating policies and exercises independent judgment in the resolution of administrative problems. This position provides back up coverage for the other Administrative Coordinators within the Division of Geriatric Medicine and Gerontology, processes reimbursements, schedules and coordinates meetings and special events, procures supplies and travel arrangements, and other administrative duties as assigned.
Duties and Responsibilities:
Administrative Support: Provide daily calendar management for center Director and other Division faculty members. Responsible for managing and maintaining calendar in scheduling one-on-one, group meetings, conference calls, training, etc. Schedule with multiple attendees monthly and bi-monthly meetings, workgroups, etc. SAP process of online payments of invoices, reimbursement for out-of-pocket expenses, travel, licenses, subscription renewals, dues, purchase orders, etc. for the center and the Division. Help maintain laptop, LCD projector, office supplies, purchase orders, copier and fax machines. Work with vendors on computer equipment, office furniture, office supplies, transcription machines, etc. Answer main phone line and direct callers to appropriate resources.
Special Events Coordination: Coordinate special events including receptions, farewells, dinners, and lectures for lecturers, faculty, guests and staff. Assist in securing rooms, coordinate with caterers, printing services, other vendors and various Johns Hopkins personnel to ensure all details and requirements are met for a successful event. Serve as a liaison with external offices such as JHM Marketing and Communications, School of Public Health, the Office of the Vice Dean, etc., to promote special events. Coordinate agenda and travel for outside speakers and guests as assigned.
Research Operations Project Support: Assists with manuscripts and publication submissions for the Director. Coordinates and prepares presentations and other necessary materials needed. Provides coordinator support to PIs as approved by the Director and the Division. Maintains databases as assigned and performs basic data entry for assigned projects.
Web Maintenance: Aggregates updates, new publications, PI information, and photos to be uploaded to the web platform.
Space Preparation: Assist all faculty, fellows, and staff as assigned with space set-up requests such as service requests for computers, service requests for phone lines, requests for meetings and office moves. Provide support to new employees including students and visiting faculty for building access, parking, network set-up, and other onboarding logistics.
Uses various software applications, such as Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft, Power point, SAP, and JH Ping. Capable of entering data into various data systems as assigned.
Customer Service & Teamwork:
This position requires the ability to multi-task, prioritize, organize, and work closely with all departments and divisions.
Work collaboratively with both Divisional and other JHU administrative personnel.
Works within a team of administrative coordinators to provide faculty cross-coverage during vacations, time off, or position vacancies.