The Sr. Administrative Coordinator will provide complex administrative support (including developing, implementing, and maintaining appropriate office protocol and organization; competently executing or organizing day-to-day administrative tasks; and drafting, editing, and typing various types of correspondence and reports) for the Center Director at the Center for Cell Dynamics (CCD) in the Institute for Basic Biomedical Sciences (IBBS).
This position will represent the Senior Leadership Team as appropriate in communicating professionally with faculty, administrators, staff and external contacts to respond to questions, resolve administrative problems and issues, and gather data as needed; interpret operating policies of the University; and exercise independent judgment in the resolution of administrative problems. The incumbent will make innovative recommendations to improve efficiency at the Center for Cell Dynamics and oversee day-to-day administrative and programmatic elements of projects across multiple institutional research initiatives.
Duties and Responsibilities:
Responsible for independently managing a conflict-free calendar of meetings and appointments for the Director; organize high-level meetings with constituencies as required; anticipate schedule conflicts and take initiative to resolve them in a timely manner. Coordinate major activities, social events, fundraising opportunities and seminars including developing program agendas and materials, coordinate scheduling, preparation, set up and logistics for these events/functions. Coordinate visits from donors, and high level delegations.
Act as liaison between donors, industry contacts, colleagues, and high level constituents. Conduct site visits to evaluate different venues. Sets up and prepares for internal meetings, preparation and distribution of materials and agendas. Maintains files and prepares materials for the Director's external meetings including travel documents, itineraries, readings, speaker summaries, tax forms, and slide presentation handouts.
Prepares and edits: general correspondence, promotion letters, award letters, letters of support, weekly e-newsletter. Triages complaints and requests directed to the Director and handles them accordingly. Directs these requests to the appropriate resources.
Enters reimbursements within 2 days of being given receipts, check processing, Orders office supplies and other items, track expenses with detail to assist with budget analysis, answers telephones, screens callers, takes messages or refers questions to the appropriate staff, sorts incoming mail, and highlights priority items, updates staff lists, group email lists, and sets up mail boxes for new staff.
Assist in grants management and submission. When needed, order meals for meetings, makes travel and accommodation arrangements. Pick up and delivers materials as required. Maintain electronic and hardcopy records and stores them appropriately so they are accessible to the Director and other staff as appropriate routine photocopying, filing and faxing; operate office equipment such as photocopier, fax machine, and calculator; coordinate the servicing of equipment; operate personal computer to access e-mail, electronic calendars and other basic office support software.
Greets visitors, creates lists of references, tables, charts, graphs, and PowerPoint presentations as needed, Maintains electronic files of meetings, articles, presentations, etc.
Coordinates the receipt and processing of information for project management and reporting.
Updates Center website information and news as needed. Assist in training of new Administrative Coordinators and Senior Administrative Coordinators.
High School Diploma/GED. Five years progressively responsible administrative experience. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
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